NEF User's Guide for Coordinators and Participants
Contents
1. __Add participant Figure 21 More details about the Participants are available by clicking on the PIC link Figure 22 URF data for legal entity ISH Dreams PIC 998190917 Validation status DRAFT Legal name ISN Dreams Shortname VAT number 555999666 Registration number 123456 Registration authority 334455 Registration country Belgium Registration date 2008 08 29 Address Street Streetnumber Country Belgium PO box Postal code 1190 Cedex WebSite NEGOTIATION My fictive street Organisation Status I Natural person IF Legal person IF Non profit I7 Research Organisation I Publicbody I International Organisation I International Organisation Of European Interest I Secondary and higher education establishment Enterprise F SME I Number of employee lt 250 I Annual turnover lt 50M I Annual balance sheet lt 43M Autonomous Figure 22 1 On the individual participant screen you can either remove a participant by clicking o or follow one of the links on the participant screen see Figure 23 sal 232655 Dummy Project ISN Dreams Legal data Authorised representatives Eligible costs Organisation status gt Contact persons X Remove participant Figure 23 2 Save the changes and return to the summary NEF User s Guide for Coordinators and Participants 2008 12 01 14 How to end the negotiation session When you w2. OE EE 2 G SEVENTH FRAMEWORK PROGRAMME NEF User s Guide for Coordinators and Participants 2008 12 01 i Content Table ugem e pte enaceeudec ease eeaees Beene ae de nee E eee ease EEE es E E a eea a ae e ee eea e ae 3 Te GonNNdo S CUO Ss cee tk ee eet eee eo aaa eo ee AAA AE S 3 Systems requirements for using NEF 20 ce ce ee eee eee eee e eee e eee 4 Where can the coordinators and participants get Support 2 ee ee ee ene 4 When does the coordinator start using NEF 2 ee ee eee eee e eens 4 OW Ser acc eodeecatees deat uous suen ee seeeetuee donee ee ee oeaw nea 6 Invitation to participate to a negotiation SESSION 2 ee ee eee 6 LOOM Nickebavedoneae eee tedbee te hen se Ohebabewee een gees EEEE deen Pees eeeea es 6 General use field explanations calendar error messages mandatory fields saving printing PDF files 8 Piet Gx NGOS any ee E oe ee oe eee oe ee Haw ee ee eee oe ee ns 8 CNC ETER EE ede twee baa tebe dee oa eda we eae s eee ones hate bebe eee ss 8 BO ee 634 2448 EEEE E 50 CCEA OSE eee SOS SHE EEE EROS E Ee 8 Postar ee 45h ea eee wae eh ee ee eb be ee ee be be eae de eee eae en eee 9 Sad pesaeeeeeneeeeneeeeeonuaee ete E eee eee ee eee eons sees nees 9 POMO TOF Wetcsebh440ceeeneb cnt eeeducehen beatae boca4 eee eteaceeaauaeehes 9 How to verify and correct general project data nnana neee ee eee eee eens 10 How to verify and correct the reporting periods 0 ee eee eee eee en
3. after which a report has to be provided by the coordinator IBAN International Bank Account Number used by banks in European countries for international funds transfers ICPC International Co operation Partner Countries SME Small and Medium sized Enterprise within the meaning of Recommendation 2003 361 EC NEF User s Guide for Coordinators and Participants 2008 12 01 17
4. changed in exceptional cases check with your EC officer Maximum 200 characters Figure 14 4 Save the changes and return to the summary NEF User s Guide for Coordinators and Participants 2008 12 01 10 How to verify and correct the reporting periods 1 Follow the link Reporting periods under the heading Project on the Project screen 2 The Reporting periods screen appears see Figure 15 Reporting periods Return to Summary H Save Changes Project duration Duration in months P New period 3 Delete selected period Selected period 1 of 0 Eligible costs and requested contribution Top Help Desk Figure 15 3 Change the project duration if necessary by filling in the appropriate field See Figure 16 Figure 16 4 Add anew period by clicking on the New period button or delete a selected period by clicking on the Delete selected period button see Figure 17 Figure 17 Please see also the Negotiation Guidance Notes ftp tto cordis europa eu pub tp7 docs negotiation en pdf 5 Save the changes and return to the summary Note that financial information is changed as part of the coordinator or participant data NEF User s Guide for Coordinators and Participants 2008 12 01 Ll How to verify and complete the coordinator s data 1 Follow one of the links under the heading Coordinator on the Project screen see Figure 18 Coordinator Legal d
5. has been created via the registration in the PDM URF website and it has been introduced in NEF The validation of the participant by the CVT team namely the check of the documents submitted is ongoing Obtaining a PIC when registering in the PDM URF website does not mean that an entity is validated in fact e VALIDATED the Participant has been validated by the URF team Usually the temporary PIC remains the same If the entity was already valid before the opening of the negotiation once the PIC is introduced the status of the entity passes straight from Unknown to Validated e SUSPENDED NEF interface displays SUSPENDED and sends the following to the Project Officer Attention this legal entity has been suspended please contact CVT Central validation team for more information at RTD URF VALIDATION EC EUROPA EU This option is used when an already validated entity ceases to exist goes bankrupt or it was not legally existing after all As the CVT team cannot delete it from the registry it is put in a suspended status Legal data _ Return to Summary Organisation Participant Identity Cade 998190917 Legal name list Dreams Short name 1D i Type of participant Participant Status of validation DRAFT 2 If the legal information is not validated or has the status of validated but is not correct supporting documents will have to be provided to the Commission Legal supporting documents include an de
6. not tested Where can the coordinators and participants get support The coordinators and participants looking for technical help with NEF can ask the FP7 Help Desk by sending an e mail to EC FP7 IT HELPDESK ec europa eu For proposal related questions i e which information should be submitted the EC officers are the right persons to contact Their names appear on the invitation to negotiate e mails see below in this text Figure 2 Alternatively contact the person mentioned in the negotiation mandate accompanying the letter inviting you to negotiations When does the coordinator start using NEF The negotiation with NEF proceeds in a series of negotiation sessions Each session is opened by the responsible Commission officer EC project officer or EC administrative officer The opening of a session will trigger an automatic e mail invitation including a hyperlink to NEF and a session s access key A negotiation session is a period during which the coordinator is allowed to change the data of a proposal submitted by his her organisation or a consortium of participants Figure 1 below shows the schema of the negotiation process with NEF The Coordinator can only access NEF while a negotiation session for his proposal is open If a coordinator has several proposals the proposals will each have their own negotiation sessions and their own Access key During a negotiation session the coordinator can log in and out of the
7. of registration ed Legal form j Figure 20 5 Save changes done to the organisation s acronym if there are any changes and return to the Project screen by clicking on the proposal s number on top of the page How to add verify and delete participants On the Project screen you can either follow the link entitled at a participant name or add a participant by clicking on the following link Adding a new participant requires a Participant Identification Code PIC PICs of already registered entities can be retrieved in the URF search function http ec europa eu research participants urf If the new participant to be added to the Consortium does not yet have a PIC the participant should self register at the URF By doing this they will immediately receive a provisional PIC that can be used in NEF NEF User s Guide for Coordinators and Participants 2008 12 01 13 Not only beneficiaries themselves but also third parties covered by Special Clause 10 have to be identified in NEF with a PIC Third parties are added as new participants and explicitly identified as third parties belonging to a certain participant by selecting the respective options on the Add a new participant screen Figure 21 Add a new participant Please enter the PIC of the participant you want to add lf the participant does not yet have a PIC please register in URF 2281909317 You are about to add ISN Dreams PIC 995190917 Add as a third party
8. system repeatedly When all the data for the negotiation session has been entered the coordinator can terminate the negotiation session by submitting the changes to the Commission When the changes are submitted the data become read only in NEF for the coordinator The Commission will review the changes and may decide to open a new negotiation session If the EC officer has added comments to the preceding session these comments will appear in the new invitation to negotiate s e mail that the coordinator will receive NEF User s Guide for Coordinators and Participants 2008 12 01 4 The ormnission initiates the negotiation sess O91 The project coordinator CO receives the email enabling conrectionto the ne goti aion syster An electronic mail is sent to the project coordinator with proposal number and access key The project coordinator goes on the Internet and loges on to the negotiation system MEF The project coordinator verifies or corrects the information in MEF The project coordinator submits the information to the Commission orn line A submission action is pertormed on the system by the project coordinator The ommission rewews the information and ends the cycle or initiate another ne goti ation sessi or PA z Figure 1 NEF User s Guide for Coordinators and Participants 2008 12 01 5 How to use NEF Invitation to participate to a negotiation sess
9. NS Scientific Project Opening date GPFs 19 02 09 Duration w months Expected end date Technical annexes Contribution 3 040 250 euro Legal Financial Legals documents Registration Not yet verified by the Commission Submitted on 10 02 09 at 14 40 Opened on 10 02 09 at 14 20 Created on 09 02 09 at 14 29 F por preview Project General information Reporting periods Figure 26 NEF User s Guide for Coordinators and Participants 2008 12 01 15 How to finalise the GPFs When the definitive version of the GPFs is agreed between the Consortium and the Commission the EC officer closes the entire negotiation in NEF The EC Officer will then save and send the final GPFs ina PDF file to the coordinator for printing and signature Which forms have to be signed manually Three forms out of the Grant Agreement Preparation Forms have to be signed with original signatures form A2 5 Our commitment has to be signed by the authorised representative s of the coordinator and all the participants form A2 6 Data protection amp Coordination Role has to be signed by the coordinator s authorised representative s form A4 Bank account must be completed by the account holder with date and signature and unless accompanied by a copy of a bank statement also by the bank with bank stamp and signature of the bank representative There may be additional information to be provided for specifi
10. appropriate field and fills in the blank fields of the access key according to the key given in the e mail fields marked by a greyed cross remain unchanged He has only to fill in the empty cells with the corresponding number of each missing position Each time he connects he will get different cells to fill in with four different digits To avoid double usage of a same access key for recent proposals the coordinator will receive also a Participant s access key in the invitation email This way the coordinator can give the participant access key to a participant who wishes it keeping his own key amp making the double login possible figure 5 However the participant will NOT be able to Submit any filled in amp saved data to the E C Only the coordinator with his login can submit data to the E C Dear coordinator We are initirg you to connect to NEF fer project Proje ct s complete tite Tu oven Lie session please lulluw Wis lirik lily Nesle co cee eu irl 1300 eunlulfices To access the session you will need to orcvicc tie follow ng informator P_EASE DO NOT TRANSMIT THE COORDINATOR ACTESS KEY TO THE OTHER PARTICPANTS A3 coordinator you have specific rights and obligations wiic1 are only gramed to the coordinator access key Project number Coordinator access key 79 25 59132 62037 22620 Participant accech keyscc sm i eaten aera oa eon Se ne Oe a eee 68481 01259 42445 4 7598 P ease review comments to previons Session
11. ata Authorised representatives Eligible costs Organisation status Contact persons Bank account Figure 18 2 Each of these links leads to a further detailed information screen with information about the coordinator from the Commission participant database PDM and from the proposal stage 3 In each of the subsidiary screens fill in verify or correct the field s when necessary Inform your EC officer as soon as possible if there are any changes to the preset legal or organisation status information Where there are form fields for two authorised representatives you may if you wish give two names instead of one The signature of at least one of the two persons is compulsory 4 If there is a Participant Identity Code associated to the Organisation in the Legal data and its status is validated but the data is not correct the coordinator has to contact the EC officer Availability of PIC Participant Identity Code The PIC is available when the organisation has already registered for FP7 through URF Figure 19 The status of a participant is displayed in the NEF interface Legal Data field Status of validation as follow e UNKNOWN this is the normal status of an entity when a PIC is not present It means either that this participant has not registered yet in the PDM URF website thus not having obtained a temporary PIC or that a PIC has not been introduced in the NEF interface yet e DRAFT The temporary PIC
12. c project types if the appropriate forms are not available in NEF the Commission will advise the coordinators on how to provide this information The coordinators send the signed hard copies of the GPF and scan the GPF and send them by e mail or by fax to the Commission NEF User s Guide for Coordinators and Participants 2008 12 01 16 Glossary Definition Short name of a project as given in the submitted proposal Activity code Structured reference of an activity in FP7 This code is set out in the letter opening the negotiation it is followed by the code s given in the proposal if any Call part identifier Reference number given in the call or part of the call one is addressing as indicated in the publication of the call in the Official Journal of the European Union FP7 7 Framework Programme of Research and Technological Development of the European Commission The participants coordinator in a consortium EC Officer European Commission s Project Scientific Officer or Administrative Officer representing the European Commission during the negotiations An electronic implementation of the negotiation forms These forms are used to exchange information between the participants and the European Commission Negotiation The negotiation is a process during which the details about the proposal are agreed between the participants and the Commission Negotiation session A period during which the coordinators are allowed to pro
13. d requested EC contribution NEF s main actors The coordinators and the Commission Project scientific Officers are NEF s main users the coordinator views and modifies his information by using the online forms the E C Officer to verify the changes and make the necessary corrections if needed The Coordinator s actions Entering NEF the coordinator should collect and verify the accurateness of the information about his her organisation and about the other concerned participants from the consortium which means verify the legal data and status of all participants define the authorised representative who will sign the documents gather bank account data adjust the eligible cost according to the negotiation parameters or make correction of the costs be aware of the reporting periods NEF User s Guide for Coordinators and Participants 2008 12 01 3 Systems requirements for using NEF NEF operates on line without saving anything on the computer The systems requirements are acomputer with a 600 MHz processor an Internet connection preferably 512 Kb s or higher ascreen with a minimal resolution of 1024 x 768 either Internet Explorer 6 0 or above Firefox 1 x or 2 x Opera 9 0 or above or Safari 1 3 or above other web browsers may work but are not tested either Windows 2000 XP and Vista or Macintosh Mac OS X other operating systems may work but are
14. e 11 How to verify and complete the coordinator s data 2 ee ee ee ee eee nee 12 How to add verify and delete participants noos nes eaae ee eee ee eee eens 13 How to end the negotiation session sss ee eee ee eee ee eee ee ee eens 15 HOW io aise WIG OPES 6ecceneneeeas seas tee eeeneee ee hee Seee ans NNER REFENTSE Apea 16 Which forms have to be signed manually 0 0 0c cece eee ee ene 16 MOSSY cea ve vanenbe Sues bee ee ons EE E E ae oe eer eee be eee eee E E S 17 NEF User s Guide for Coordinators and Participants 2008 12 01 2 Introduction During the negotiation process certain details are agreed between the participants and the Commission and further information is collected Some of this information is needed to prepare the grant agreement other information is needed for the Commission to manage and report the proposal s execution This document describes the application NEF Negotiation Form Facility an online tool used during the negotiation process to collect legal and financial data as well as other background information on the participants related to the proposal The data collected includes General information about the project including reporting periods and eligible costs Information on the coordinator Including Bank account Information on the coordinator and all the participants Authorised representatives Contact persons Eligible costs an
15. ion When a negotiation session is created by the EC project officer or EC administrative officer an invitation by e mail is dispatched to the coordinator The e mail is sent to the person who submitted the proposal If that is no longer the correct person the new contact person should contact his her EC officer This invitation e mail entitled Invitation to negotiate see Figure 2 contains a link to NEF the proposal s identifying number and an access key which will be used by the coordinator to open and update the proposal Subject Axogasdfasdf 201474 Invitation to negotiate Dear Prof Robin Franklin Ve are inviting you to negotiate the project Axogqsdfqsdf Axon glia interactions in health and disease and fun To open the negotiation please follow this link https Awebtest cec eu int nef To access the negotiation session you will need to provide the following information Project number 201474 8625 7 491 15 10535 11831 Please review comments to previous sessions Session Submitted on Verified on Comments Please do not reply directly to this e mail If you have any questions or comments regarding this message please contact us at ec fo ithelpdesk ec europa eu Figure 2 By Clicking on the link given in the e mail the Welcome to the negotiation screen will appear see Figure 3 Logging in On the Welcome to the negotiation screen the coordinator copies the project number in the
16. ion status Contact persons t Bank account Participants Participant 2 Participant 3 Participant 4 Particioant 5 NEF User s Guide for Coordinators and Participants 2008 12 01 Figure 5 General use field explanations calendar error messages mandatory fields saving printing PDF files Before explaining how to fill in correct or verify the data here is some information valid throughout the application It concerns field explanations calendar error messages and mandatory fields saving of the data and printing of PDF files Field explanations A blue question mark at the right side of a field contains an explanation regarding this field The explanation appears when placing the cursor on the question mark see Figure 6 Duration Duration in months Insert the estimated duration of the project in full months Deviations from the duration in the original proposal must be justified Figure 6 Calendar Some dates have to be inserted in NEF For this purpose a small calendar icon appears on the screen see Figure 7 Signature date Figure 7 Clicking on it allows selection of the appropriate date see Figure 8 Signature date Tuesday June 26 2007 June 2007 x 21 25 10 11 12 13 14 15 16 my i7 18 19 20 21 22 23 25 24 25 26 27 28 29 30 Select date Figure 8 The double quotation marks to the left or to the right ES allow the navigation to the previous or to the nex
17. ish to make the data available for the Commission close the negotiation session by clicking on Submit on the Project screen see Figure 24 Session history Mot yet submitted by the coordinator Opened on 18 0907 at 10 21 Created on 140907 at 15 54 H Submit F por Ore view Figure 24 NEF asks you to confirm the end of the session see Figure 25 Do you want to submit this version of the GPF to the Commission After submitting the GPF to the Commission this negotiation session will expire and you will not be able to change the data until the Commission opens another negotiation session We strongly suggest to download the forms in PDF format for future reference before you submit the GPF Figure 25 Confirm your wish to submit this version of the GPF by clicking on the button OK see figure 20 At the same time the EC officer receives an e mail declaring that you have closed the session You can still access NEF but in a read only version to view the data submitted You are not allowed to modify the proposal unless the EC officer opens a new negotiation session for which you receive a new invitation e mail with a new access key When you wish to do so leave NEF by clicking on the Logout link right above on the proposal s screen see figure 26 This action will bring you back on the Welcome to the negotiation screen see figure 3 232655 Dummy Project Parameters CONTACTS LIFECYCLE DEADLINES PROPOSITIO
18. ntificetion Fiche and depending on your legal status supporting documents see Application form legal entities page on Europa Legal address of the participant Figure 19 NEF User s Guide for Coordinators and Participants 2008 12 01 12 All organisation s data is in read only whether there is a PIC or not All this information may be changed via the Unique Registration Facility URF only The LEAR is the only authorized person to request changes through URF to the Central Validation Team lf there is an obvious error in the choice of a PIC i e the organisation displayed in NEF is not the actual partner the coordinator should contact the responsible EC officer Legal data lt 2 Return to Summary lal Save Changes Organisation Participant Identity Code 993190917 isesname ISN Dreams Short name INS D 2 Status of validation DRAFT If the legal information is not validated or has the status of validated but is not correct supporting documents will hawe to be provided to the Commission Legal supporting documents include an igen H fication Card and depending on your legal status supporting documents see Application form flegal entities page on Europat Legal address of the participant Street name My fictive street Sea TOE Town Postal Code Cedex 1190 Country Beim S Internethomepage Registration data of the participant Legal registration number jiz3456 fo Place of registration Date
19. quired print it activating the link PDF preview on the Project screen see Figure 12 which brings him her to the Grant Agreement Preparation Forms GPF Session history Mot wet submitted by the coordinator Opened on 1809 07 at 10 21 Created on 14 09 07 at 15 54 H Submit eo PoF preview Figure 12 NEF User s Guide for Coordinators and Participants 2008 12 01 9 How to verify and correct general project data 1 Follow the link General information under the heading Project on the Project screen 2 The General information screen appears see Figure 13 General information Document saved successfully Acronym Dummy Project F Title Dummy project to show this panel ied 3 Maximum 200 characters Starting date The first day of the month after the signature by the Commission A fixed starting date f The effective starting date notified by the coordinators beneficiary must he within months of grant agreement signature Duration F Duration in months Abstract All the detailed abstracts of this proposal and future 2 project are to imput here a Maximum 2 000 characters Figure 13 3 Fill in verify or correct the project Acronym Title Starting date Duration Abstract Call part identifier Activity codes and Free keywords fields respecting the constraints if any see Figure 14 These fields should only be
20. s Session Submitted on Verified onComments P ease do not reply directly to his e mail F you have any questions or comments regarding this message pleese contact us at ec fp7 it helpdesk ec eurods eu figure 2 bis NEF User s Guide for Coordinators and Participants 2008 12 01 6 Important Legal Notice 2007 2013 About Sitemap Welcome to the negotiation Please input your proposal number and access key to enter the negotiation session Proposal number ae Access key Top Help Desk Figure 3 See the following example Project number 201474 and Access key 86257 49115 10535 11831 Welcome to the negotiation Please input your project number and access key to enter the negotiation session Project number access key bla ledi led 7 Top Help Desk Figure 4 By pressing the Login button the coordinator enters the negotiation session The session being opened only the coordinator is allowed to add verify change the data amp then close this negotiation session When logging in NEF opens on the main Project screen see Figure 5 HEGOTIATION LP EEYCLE ey ki Dysmsj ean dine 1 ba pa misaj by 1s aea peed a DANE a T a a Te E aam m a Eror a Project t General information Regarting periods Coordinator Organisation s Name g Pic Number l rT rT PEPI T J m a s H FPP Cliethla r Legal data Authorised representatives Eligiblo cos ts Organisat
21. t years while the single quotation marks to the left Ea or to the right pm allow the navigation to the previous or to the next months Error messages Data consistency is checked Any incoherent data is marked with a red exclamation mark and refused at saving see Figure 9 Reporting periods Microsoft Internet Explorer aA Return to Summary E Save Changes A Please check errors in Form Project duration 60 Duration in months New period Delete selected period 10023788 7321708 Figure 9 NEF User s Guide for Coordinators and Participants 2008 12 01 8 Mandatory fields Mandatory fields are marked up in red or with an exclamation mark besides see Figure 10 wa Bank account Number format IBAN BAN ae Figure 10 Saving Changes are saved by clicking on the Save Changes button on the top of the screen see Figure 11 lt Return to Summary Save Changes 44 Document saved successfully Figure 11 This action is followed by a return to the summary accessible by clicking on the Return to Summary button on the top of the screen Clicking on Return to Summary without first clicking on Save means that the modified data hasn t been saved and will therefore be lost Printing PDF files When a negotiation session is open the coordinator can generate a Grant Agreement Preparation Forms file in PDF format and if re
22. vide changes on their proposals PIC Participant Identity Participant Identity Code The unique ID of an organisation Unique Identifier for Code an organisation obtained through URF registration amp used in each step of the process to indentify an organisation The Temporary PIC received directly after URF registration and Validated PIC CVT has validated the data amp legal documents of the organisation are the exact same number 9 digits starting with 99 and will remain the same during the entire existence of its organisation Unique Registration Facility Central Validation Team Validates the legal data of an organisation that has registered through URF and has communicated legal documents Participant Data Management internal Module where all validated information of an organisation is collected These data are synchronized each night in NEF Legal Entity Appointed Representative The representative of the legal entity in URF This person is chosen by the organisation itself amp is Highly recommended to ease the communication with the E C amp avoid double registrations Only the LEAR may do a Change request of his organisation s data through URF and submit legal documents through URF Status of validation Indication that data provided in a form have been validated by the Commission Grant Agreement Preparation Form Contract negotiation pdf file Reporting periods Contractual divisions of a project duration
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