N E F Negotiation forms

N E F N E F NegotiationNegotiation formsforms

2InternalExternal

Grant AgreementGrant Agreement

ProjectProject

WORKFLOW

PICPIC

Register Organisation Data & receive PIC

Register Organisation Data & receive PIC

URFURF

LEAR

NEFFrontOffice

NEFFrontOffice

Negotiate termsof the proposal

Negotiate termsof the proposal

coordinator

Proposals submissionProposals submission

EPSSEPSS

coordinatorProposals evaluation

& ranking

Proposals evaluation& ranking

ESSESS

ExpertsClean Sky Decision

to retain proposal

Clean Sky Decision

to retain proposal

Validation of Organisation’s Data

Validation of Organisation’s Data

CVT

PDMPDM

NEFBackOffice

NEFBackOffice

Negotiate termsof the proposal

Negotiate termsof the proposal

C.S. Negotiator

PICPIC

FP7 IT HELP DESK

E-mail address: ec-research-it-helpdesk@ec.europa.eu

Phone number: +352 43 01 31 570

E-mail address: ec-research-it-helpdesk@ec.europa.eu

Phone number: +352 43 01 31 570

4

AGENDAAGENDA

- General Workflow- NEF – General workflow- NEF – via Participant portal

* Access NEF* check and complete the needed data:

- Administrative & legal- Scientific- Financial

* submit the updated data to the C.S. Officer-Q & A

- General Workflow- NEF – General workflow- NEF – via Participant portal

* Access NEF* check and complete the needed data:

- Administrative & legal- Scientific- Financial

* submit the updated data to the C.S. Officer-Q & A

N E F:Negotiation forms

NEF

NEF BACK OFFICE: (module used inside by Clean Sky Officers)

NEF / Participant Portal: (module used by the external Coordinator & Participants)

NEF BACK OFFICE: (module used inside by Clean Sky Officers)

NEF / Participant Portal: (module used by the external Coordinator & Participants)

The negotiation process allows the exchange of information between CS Officers and the external Coordinator of the Project.

NEF (Negotiation Forms)/ Participant portal is the Web application

that has to be used to collect information and

complete the GPF (Grant Agreement Preparation forms)

The Coordinator inserts administrative/scientific & financial information and prepares the DOW (Description of Work) comprising of two parts, A & B

The negotiation process allows the exchange of information between CS Officers and the external Coordinator of the Project.

NEF (Negotiation Forms)/ Participant portal is the Web application

that has to be used to collect information and

complete the GPF (Grant Agreement Preparation forms)

The Coordinator inserts administrative/scientific & financial information and prepares the DOW (Description of Work) comprising of two parts, A & B

6

NEFBack Office

Complete dataCoordinator submits to EC

Complete dataCoordinator submits to EC

marks the sessionas verified

marks the sessionas verified

creates a new Negotiation session

creates a new Negotiation session

If « normal session »created mail sent to

Coordinator withlink to Participant Portal

If « normal session »created mail sent to

Coordinator withlink to Participant Portal

EC UserEC User

CoordinatorBeneficiariesCoordinatorBeneficiaries

PARTICIPANTPORTAL

IF OK

CPM

IF NOT OK

C.S. Officer opens the Negotiationfor a Project and creates a first

Negotiation session

C.S. C.S. OfficerOfficer opens the opens the NegotiationNegotiationfor a Project and for a Project and createscreates a first a first

NegotiationNegotiation sessionsession

NEF

MAIL SENT TO COORDINATORMAIL SENT TO MAIL SENT TO

COORDINATORCOORDINATOR

8

E-MAIL NEF

Upper partUpper part

Mail sent automatically to Coordinatorand in copy to the Scientific/ Project Officer containing

the link to NEF through the Participant Portal(1) & information for the Annex 1

9

Mail sent automatically to Coordinatorand in copy to the Scientific/ Project Officer containing

the link to NEF through the Participant Portal(1) & information for the Annex 1

E-MAIL NEF

lower partlower part

The Coordinator accessesNEF via the Participant Portal

to complete the GPF (Grant Preparation Form)

The The CoordinatorCoordinator accessesaccessesNEF via the Participant Portal NEF via the Participant Portal

to to completecomplete the GPF the GPF (Grant (Grant PreparationPreparation FormForm))

Coordinator

NEF

11

Access NEF through the Participant Portal

AN= Access Negotiation

12

Project Main page for coordinator & participants

13

Pdf Preview : Gpf

The A.2.5. and A2.6 has to be signed!

14

Description of work / Annex1 (Part A & Part B)

15

Project : P.P. Contact Person

The email address used here has to be the same one as the one used by the coordinator contact person to register in the Participant portal in order to allow the coordinator to access NEF during a normal session.

The email address used here has to be the same one as the one used by the coordinator contact person to register in the Participant portal in order to allow the coordinator to access NEF during a normal session.

NEF NEF Administrative & Administrative & LegalLegal

Coordinator

NEF

17

Project: General information NEF

18

Project : Reporting Periods NEF

19

View Project Main page – Participants list NEF

20

View project Main page – Participants status: PIC NEF

21

PDM Status

22

Add a New Participant (1) NEF

Only organisationswith a Valid PIC number

can be added

Only organisationswith a Valid PIC number

can be added

23

Add a New Participant (2) NEF

(1)

(2)

OR

Notice: You must know an organisation’s PIC to add it to the negotiation's participants.The PIC status must be « validated »Organisations without a PIC have to register in URF

Notice: You must know an organisation’s PIC to add it to the negotiation's participants.The PIC status must be « validated »Organisations without a PIC have to register in URF

24

Add a New Participant (3):re-ordering

NEF

To reorder participants use the up & down arrows.

25

Participant’s screen NEF

The participants’ requested information is the same as for the coordinator, except for the bank account, that is requested only for the coordinator.

The participants’ requested information is the same as for the coordinator, except for the bank account, that is requested only for the coordinator.

26

Participant’s Options : Legal data (validated by CVT in PDM)

NEF

All the organisation’s Legal Datashown in NEF is in Read Only.The only editable fields are the

« short name » and the « Type of Participant »

All the organisation’s Legal Datashown in NEF is in Read Only.The only editable fields are the

« short name » and the « Type of Participant »

27

Participant’s Options: Organisation status

Organisation's status is inREAD ONLY

NEF

28

Participant’s Options: Authorised representative

NEF

29

Participant’s Options: Contact persons

NEF

NEF NEF ScientificScientific InformationInformation

Coordinator

NEF

31

Project : Work packages NEF

32

Project : Work packages NEF

Upper partUpper part

33

Project : Work packages NEF

lower partlower part

34

Project : Work packages NEF

35

Project : Work packages:Add participant / Person-Months

NEF

(1)(1)

(2)(2)

36

Project : Work packages:Add Deliverable

NEF

37

Project : Work packages:Add milestone

NEF

38

Project : Work packages: SAVE NEF

39

Project : Work packages: Upload part BNEF

40

Project : Work packages: Upload Part B

NEF

NEF Financial information

NEF NEF Financial informationFinancial information

Coordinator

NEF

42

Participant’s Options : Eligible Costs NEF

43

Project : Budget Overview NEF

The results of the Budget Overview screens should match with the estimated eligible costs and Requested EU Contribution. The pdf A3.2 should match thus the A5 values

44

Coordinator’s Options :Bank account NEF

All the bank account fields are mandatoryAll the bank account fields are mandatory

Coordinator accesses NEFcompletes the GPF file and submits it to the C.S. officer

(data becomes read-only)

CoordinatorCoordinator accessesaccesses NEFNEFcompletescompletes the GPF file and the GPF file and submitssubmits itit to the C.S. to the C.S. officerofficer

(data (data becomesbecomes readread--onlyonly))

Coordinator

NEF

46

Coordinator submits the data / Completion Status

Note: Completion status should be ‘Finalized’ for all the Participants in order to submit the data.As long as there is still a red cross beside a Participant, itis impossible to finalize its status.

Note: Completion status should be ‘Finalized’ for all the Participants in order to submit the data.As long as there is still a red cross beside a Participant, itis impossible to finalize its status.

47

Coordinator submits the data to Clean Sky« X » marks the missing data

Note: all should disappear in order to submit the data to Clean Sky..

48

Coordinator submits the data

49

A mail is sent automatically to the C.S. Officer

Note: When the coordinator submits data for a session an email is automatically sent to the CS officer inviting him/her to reach the Back office and verify the data.

Note: When the coordinator submits data for a session an email is automatically sent to the CS officer inviting him/her to reach the Back office and verify the data.

IF all the data is OK,CS Officer closes

the Negotiationfor the Proposal

CS User

NEF

IF DATA NOT OK, CS Officer marks session as verified

and creates a new negotiation sessionnew mail to the coordinator

51

« Do you have any Question ? »

«« Do Do youyou have have anyany Question ?Question ? »»

End of Presentation

NEFNEF