fp7 sesam force reporting tools access through the participant portal

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FP7FP7

SESAMSESAM

FORCEFORCE

Reporting Tools

Access through the Access through the Participant PortalParticipant Portalhttp://ec.europa.eu/research/participants/portal

FP7FP7

SESAMSESAM

FORCEFORCE

Reporting Tools


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HELPDESK :

For Consortium Digit eFP7 team

e-mail: [email protected]

Phone: +352 43 01 31 570

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FP7FP7

SESAMSESAM

Electronic submissionElectronic submission of Reports of Reports

and Deliverablesand Deliverables


FP7FP7

SESAMSESAM

Electronic submissionElectronic submission of Reports of Reports

and Deliverablesand Deliverables


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Log on on the Participant Portal(with Ecas account – appropriate Role has been defined)

Go to the tab ‘MY PROJECTS’

For the concerned Project,click on (Reports and Deliverables)

Coordinator and Beneficiaries fill in the Reports and upload the Deliverables

Coordinator submits the Reports and the Deliverables to Cleansky

WORKFLOW

The Project Officer checks the Reports and the Deliverables (possibility to request a Revision)

Participant Portal

SESAM

ConsortiumConsortium

CleanskyCleansky

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Access the Participant Portal

Participant Portal (FP7 Projects ONLY !!)http://ec.europa.eu/research/participants/portal

Note : Phase « Active » means that the Grant Agreement has been signed

RD : Hyperlink to Reporting and Deliverables

(1) (2)

(3)

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SESAM Reports and Deliverables

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Deliverables

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View Deliverable(s)

Accept

Ask for revision

2 STEPS

1) The Coordinator/Beneficiary uploads his Deliverables

2) The Coordinator validates and submits them to Cleansky

ConsortiumConsortium Cleansky Cleansky

A new version has to be uploaded

FP7 DELIVERABLES

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Deliverables

1) The titles of the Deliverables have NOT been defined during the Negotiation of the Projet while using the NEF IT module:

The Coordinator and the Beneficiaries encode the titles and upload the Deliverables. The Coordinator validates them and submits them to Cleansky.

2) The titles of the Deliverables have been defined during the Negotiation of the Project while using the NEF IT module (in the Work packages chapter):

The Coordinator and the Beneficiaries upload the Deliverables.

The Coordinator validates and submits them to Cleansky

2 possibilities2 possibilities

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Create new Deliverable by Beneficiary (if Titles not defined during the Negotiation in NEF)

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Encode Work Package no, Title, … Upload the Deliverable (Browse… button)

Save

Note: the (*) are mandatory fields

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Beneficiary screen: Result of uploading

Coordinator validates

(1) View

(2)

Benef.

Benef.

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Coordinator submits the Deliverableto Cleansky

Note: temporary status

Benef.

Benef.

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Deliverable goes in « Submitted deliverables »(Mail automatically sent to the Project Officer in Cleansky)

If Deliverable accepted by Project Officer in Cleansky

Status « Accepted »

If Deliverable rejected by Project Officer in Cleansky

Status « Rejected »

Note: a new version should be uploaded….

Benef.

Benef.

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IF the Titles of the Deliverables have been defined during the IF the Titles of the Deliverables have been defined during the Negotiation (NEF IT module on the Participant Portal)Negotiation (NEF IT module on the Participant Portal)

then they will appear under the ‘Expected Deliverables’then they will appear under the ‘Expected Deliverables’(when the Grant Agreement is signed) (when the Grant Agreement is signed)

NEF

SESAM

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Reports

Publications, Patents, Dissemination Activities

and ExploitableForegrounds

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- Display Report

- Download Attachment

- If needed :

Ask for a revision

2 STEPS

1) The Coordinator and the Beneficiaries create, save, modify, complete the Reports

2) The Coordinator submits the Reports to Cleansky

ConsortiumConsortiumCleansky Cleansky

Report(s) can be modified again

FP7 REPORTS

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Periodic Report

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1. DECLARATION BY THE SCIENTIFIC REPRESENTATIVE OF THE PROJECT’S COORDINATOR

2. PUBLISHABLE SUMMARY

3. CORE OF THE REPORT 3.1 PROJECT OBJECTIVES FOR THE PERIOD3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD3.3 PROJECT MANAGEMENT

4. DELIVERABLES AND MILESTONES TABLES

Periodic Report During the course of the project

Note: To be submitted within 60 days at the end of each Reporting Period (including the last Reporting Period)

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Select the Report type and the Reporting Period and click Create New Report

(1)

(3)(2)

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Periodic Report (1)

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Periodic Report (2)

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Periodic Report (3)

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Mandatory !!!!

Periodic Report (4)

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Periodic Report (5)

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Periodic Report (6)

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Click on hyperlink to modify, submit ….

Periodic Report not submitted goes in

« Intermediate Reports »

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Attachments

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Report cannot be submitted if mandatory fields are not filled

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A automatic email is sent to the Project Officer in Cleansky

Submit Report to Cleansky

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PublicationsPatentsDissemination ActivitiesExploitable Foregrounds

Note: The Publications, Patents, Dissemination Activities

and Exploitable Foregrounds List appear in the Final Report

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Publications List (1)

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Publications List (2)

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Patents

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Dissemination Activities

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Foregrounds List

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Final Report

Final Report (Distribution of the financial contribution Report)

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1. FINAL PUBLISHABLE SUMMARY REPORT

2. DISSEMINATION AND USE OF FOREGROUND

2.1. Dissemination activities 2.2. Publications peer reviewed 2.3. Use of foregrounds: Exploitable foreground and plans for exploitation

3. REPORT ON SOCIETAL IMPLICATIONS

Final Report

Note: To be submitted within 60 days after the end of the project

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(1)

(2)

Create Final Report

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Final Report (1)

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Final Report (2)

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Final Report (3)

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Final Report (4)

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Final Report (5)

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(1)

(2)

Note: Within 30 days after receipt of the final payment of the EU financial contribution

Create Final ReportFinancial Contribution Distribution

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Final Report EU Financial Contribution Distribution

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FP7FP7

FORCEFORCEElectronic submissionElectronic submission

of of Form CsForm Cs


FP7FP7

FORCEFORCEElectronic submissionElectronic submission

of of Form CsForm Cs


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• Web based tool to edit and submit Forms C

• Force : FORM C EDITOR

FORCE

• The preparation of FP-7 FORM Cs with updated and correct contract information of each Beneficiary in the Project

• Printing of Forms C

• Electronic submission of FORM Cs to Cleansky (signed paper version to be sent afterwards)

• Correction of Form Cs after revision asked by Cleansky

Key services offered by FORCE

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Access : through the Participant Portal

http://ec.europa.eu/research/participants/portal

FR : Hyperlink to Financial

Reporting (FORCE)

Note : Phase « Active » means that the Grant Agreement has been signed

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Log on on the Participant Portal(with Ecas account – appropriate Role has been defined)

Go to the tab ‘MY PROJECTS’

The Project Officer checks the Form Cs (possibility to

request a revision)

For the concerned Project click the button

Coordinator and Beneficiaries fill in Form Cs

Coordinator submits all Form Cs to Cleansky

WORKFLOW

Participant Portal

FORCE

Consortium

Cleansky

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FORCE (Form C Editor): Workflow

Selects the Reporting periodSelects the Reporting period

Fills in the Form C and saves itFills in the Form C and saves it

Submits the Form C to the coordinator

Submits the Form C to the coordinator

The coordinator can reject a Form C

The coordinator can reject a Form C

Submits the Form Cs to Cleansky if everything Ok

Submits the Form Cs to Cleansky if everything Ok

Cleansky can request a revision of a Form C

Cleansky can request a revision of a Form C

OR

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• Beneficiary:– Each Beneficiary has edit/view rights for his own Form C

• Coordinator– Coordinator has view rights for all Form Cs– Coordinator can be granted edit rights for all Form Cs

Form Cs : Edit Rights

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Add Form C

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Coordinator screenAdd Form C

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Beneficiary screenAdd Form C

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FORM C (upper part) (1)

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Fill in FORM C (lower part) (2)Declaration of Eligible costs

Mandatory fields

Data to be filled

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NEWSTYLE

FORM C

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In new-style Form C user clicks on a cell and adds inside a pop-up window, one or more detail lines for:• Cost• Explanation• Work Package

Fill in FORM C (1) NEW STYLE

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User can split total costs in sub-costs defining different description and work package for each cell

+ Add a new line

Cost is a mandatory field

Total is calculated automatically


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+ Add a new line

X Remove a line

If only one row exists/remains then the “X” icon becomes disabled


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Upon clicking on “Done” sum of detail lines is copied back to corresponding field of Form C


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OLDSTYLE

FORM C

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In old Form C user writes the amount of costs directly in editable cells of cost matrix

Fill in FORM C OLD STYLE

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Edit Form Cs: after saving, the draft Form C remains editable (1) and can still be deleted

To edit, click on the hyperlink

of the Legal name

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Submit Form C

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• Beneficiary:– Each Beneficiary can submit his own Form C to the

Coordinator– A Beneficiary can not submit directly to Cleansky

• Coordinator– Coordinator submits his own Form C to himself– Only Coordinator can submit Form Cs to Cleansky

Submit Form C

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Submit Form C: Beneficiary goes to the lower part of the Form C

Button SUBMIT to Coordinator

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If needed, the Coordinator can reject the Form C back to the Beneficiary (1)

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In the Form C click on the “Reject“ button (2)Bottom of the screen

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Reject Form C: rejected Form C will appear as “Draft” and can be corrected and resubmitted (3)

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Submit Form Cs to Cleansky : Coordinator selects Form Cs to be submitted (1)

(1)

(2)

Legal NamesShort

Names

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Submit Form Cs: Coordinator obtains overview of Form Cs ready for submission and confirms (2)

ShortNames

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Submit Form Cs: Coordinator confirms in case Form Cs of all Beneficiaries were not submitted (3)

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Submit Form Cs: Coordinator receives OK message (4)

Note: The Project Officer in Cleansky will receive an automatic email

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Submission History (1) Coordinator can view

different submissions any time

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Submission History (2) Coordinator can view

different submissions any time

Legal names

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Third Party Form C

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Form C for Third Parties (1)

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Third Party Form C (2)“Draft” status

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Adjustment Form C

IF Requested by CLEANSY

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Adjustment Form Cs (1)

Adjustment Form C

Legal names

Note: an Adjustment Form C can be filled to modify the data of a previous Period

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Cleansky can ask for a revision

Revise Form C

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Revise a Form C: Edit and Resubmit

Indicates that Cleansky asked to review Forms C

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Print Form Cs

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• Possibilities to print separately:– each individual Form C / with use of resources– Summary Form C, taking into account all

submission for the concerned Reporting Period– all forms C in one go (combined with Summary

Form C)

• Draft watermark only disappears after successful submission by coordinator to Cleansky

Print Form Cs

fp7 sesam force reporting tools access through the participant portal

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