The Research and Innovation Participant Portal Agnes Hegyvarine Nagy agnes.nagy-hegyvarine@ec.europa.eu European Commission, Research & Innovation eFP7 Communication Office RTD A3.1

Research and Innovation Participant Portal Offers external stakeholders a unique entry point for the interactions with the European Commission or Agencies in handling grant-related actions, based on - single sign-on (ECAS) - role-based authorization (Identity and access management – IAM) Result: personalised services on the Portal Brings homogeneity, transparency and better service integration for grant management.

Research and Innovation Participant Portal

Services of the Participant Portal FP7 Calls Find FP7 Calls Access the electronic proposal submission in the FP7 Calls’ pages Funding opportunities My Organisations Access the organisation registration service Search for a PIC number Access the financial viability simulation tool Organisation registration Support Read the frequently asked questions (FAQ) Contact the helpdesk Find out what’s new on the Portal Sign up for RSS feed Find help

Home page after ECAS login

Further services after ECAS login My Organisations Register an organisation or update its data Access organisation-related data Organisation registration My Proposals Access draft and submitted proposals Proposals for funding My Projects Access negotiation, amendments, reporting functions Project-related services My Roles Manage the roles and access rights in projects or organisations Managing access rights My Notifications View all types of personal notifications of the linked services of the Portal, set call-specific ones Service messages FP7 Calls Funding opportunities Support Find help Personalised services

The role management (1/2) NEXT The role management (1/2) The Identity and Access Management allows us to define and/or manage changes of access rights of users of the Participant Portal. It gives personalised access to the different services. It allows flexible and quick management of access rights to the electronic tools on the Portal with high security. Any change in the roles of the users is saved to allow a monitoring & tracking service. Minimum involvement by the internal staff allowing for flexibility for managing the consortium: only the top roles are defined by internal staff: (Primary) Coordinator Contact and the LEAR.

Personalised services on the Portal The role management Personalised services on the Portal Role management of the Portal ECAS account PIC number Unique identifier for organisations: 9-digit number Unique identifier for persons: one e-mail address = one person = one account After ECAS login available for all users

Coordinating Participant Participant A Coordinating Participant Participant B NEXT 1 Coordinator Contact 1 1 Participant Contacts Scien Admin Finan A.Rep Scien Admin Finan A.Rep Scien Admin Finan A.Rep Named Representat. Scien Admin Finan Scien Admin Finan Scien Admin Finan Task Managers Scien Admin Finan Scien Admin Finan Scien Admin Finan Team Members LEAR 1 LEAR 1 LEAR 1 LEAR A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Admin. The current pyramid of roles.

Roles on the Portal – current situation Coordinator contact changes are managed from NEF by the COM Officer for the project (under ‘Portal coordinator contact person’). The Coordinator Contact can set/change the Participant Contacts in the Portal. (These are unique roles per entity.) Further representatives for the entity can be named by the Coordinator and Participant Contacts for a given entity: Named representatives: Scientific and technical representative Administrative and Legal Authorized Signatory Financial One person can have several roles and several persons can be nominated eg. as a Scientific representative. Further contacts can be nominated as task managers (with drafting rights) or team members with read-only rights.

Roles at Organisation level ‘My Roles’ Roles at Organisation level XXXXXXX XXXXX XXXXX XXXXXX XXXXXX XXXXX XXXXXX XXXX XXXXX XXXXXX Roles at Project level

View roles in the Project Access relevant IT tools View Project details View roles in the Project Edit Consortium

Access Negotiations

Access Negotiations The Coordinator contact receives the first e-mail from the COM to start to negotiate the grant with a list of Participant contacts. The Coordinator contact has by default full editing access to NEF - own data and data of all participants - via the Participant Portal with the e-mail provided in the proposal. Participant contacts have edit-access to their data and read-only access to the data of other participants and to the general project info. Only the coordinator can submit a NEF session to the Commission. 2/16/2019

Access reporting functions Go to the Portal, sign in with ECAS Go to ‘My projects’ tab See list of Active projects AA = Access Amendment FR = Financial Reporting PR = Periodic Reporting RD = Reporting & Deliverables

Reporting - access rights Scientific reports: The scientific representative or task manager with a scientific scope can submit to the Coordinator Financial reports: The financial representative or task manager with a financial scope can submit to the Coordinator. Soon these access rights will be simplified and this difference in the access rights will disappear.

Upcoming changes Proposals for funding Project-related services My Organisations New organisation registration service Organisation registration My Proposals New electronic proposal submission service Proposals for funding My Projects Project-related services My Roles More flexible role management Managing access rights My Notifications Service messages Experts Expert registration FP7 Calls Funding opportunities FP7 Documents Reference documents Support Find help Personalised services

Coordinating Participant Participant A Coordinating Participant Participant B NEXT 1 Coordinator Contact 1 1 Participant Contacts Scien Admin Finan A.Rep Scien Admin Finan A.Rep Scien Admin Finan A.Rep Named Representat. Scien Admin Finan Scien Admin Finan Scien Admin Finan Task Managers Scien Admin Finan Scien Admin Finan Scien Admin Finan Team Members LEAR 1 LEAR 1 LEAR 1 LEAR A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Admin. Changes with the new version of the identity and role management

Coordinating Participant Participant A Coordinating Participant Participant B NEXT 1 Coordinator Contact 1 1 Participant Contacts Scien Admin Finan A.Rep Scien Admin Finan A.Rep Scien Admin Finan A.Rep Named Representat. Scien Admin Finan Scien Admin Finan Scien Admin Finan More Coordinator Contacts and Participant Contacts Task Managers Scien Admin Finan Scien Admin Finan Scien Admin Finan Team Members LEAR 1 LEAR 1 LEAR 1 LEAR A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Admin.

Coordinating Participant Participant A Coordinating Participant Participant B NEXT Coordinator Contact Participant Contacts Task Managers and Team Members are no longer restricted to specific scope(s). Scien Admin Finan A.Rep Scien Admin Finan A.Rep Scien Admin Finan A.Rep Named Representat. Task M. Scien More Coordinator Contacts and Participant Contacts Admin Task M. Finan Task M. Task M. Scien Admin Task M. Finan Task M. Scien Task M. Admin Task M. Finan Task M. Task Managers Team Mb Scien Team Mb Admin Team Mb Finan Scien Team Mb Team Mb Admin Finan Team Mb Scien Team Mb Admin Team Mb Finan Team Mb Team Members LEAR 1 LEAR 1 LEAR 1 LEAR A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Admin.

Coordinating Participant Participant A Coordinating Participant Participant B NEXT Coordinator Contact Participant Contacts Task Managers and Team Members are no longer restricted to specific scope(s). Scien Task M. Admin Finan A.Rep Scien Admin Task M. Finan A.Rep Scien Task M. Admin Finan A.Rep Named Representat. Task M. The roles of Named & Authorised Representatives are redistributed Task M. Task M. Task M. Task M. Task M. Task M. Task M. Task M. Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR 1 LEAR A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Admin. Which brings us to the new version of IAM…

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Major changes of the new version (1/2) The major objective of the new version is to simplify the role management and make it more flexible. In that perspective, the following changes are made: The uniqueness of the Coordinator and Participant Contacts disappear: → one Primary Coordinator Contact as the main contact for the European Commission; → more Coordinator Contacts can be nominated per project; → more Participant Contacts can be nominated per organisation in a project.

Major changes of the new version (2/2) Task Managers and Team Members are no longer restricted to specific scope(s). The roles of Named Representatives are redistributed: → Former Financial and Scientific Named Representatives, and Authorised Representatives automatically become Participant Contacts (Coordinator Contacts for the Coordinating Participant). → Former Administrative/Legal Named Representatives automatically become Task Managers. → Former Authorised Signatories automatically become Participant Contacts as well. 4. Those using the new URF version to register an organisation for a PIC, will have a self-registrant role.

The nomination process “How can I give access to my colleagues?” “How can I revoke the rights of colleagues who left the organisation?”

“Original roles” Some roles are automatically provisioned in the early stages of the Project (“original roles”) as follows : The Coordinator Contact identified in the proposal will be recognised by the Commission as the Primary Coordinator Contact. The contact persons of the participating organisations identified during proposal submission will become Participant Contacts at the beginning of negotiations. The LEAR is validated by the Commission during the validation process of his/her organisation.

The nomination process Except for the Primary Coordinator Contact and the LEAR, every role must be modified by the Participants. Each user can be nominated or revoked by another user following a fixed predetermined pattern.

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission. Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Coordinating Participant NEXT Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission. Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

View roles in the Project XXXX XXXX View roles in the Project

Add or revoke roles in the Project XXXXXXXXX XXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX Add or revoke roles in the Project The list of roles will be changed automatically with the new IAM. These new roles may need to be modified.

XXXX XXXX Edit Consortium function: available for the Primary Coordinator Contact only

Manage the consortium’s roles New screens Click on the arrows to see more details. Org.details Click on the ‘x’ to revoke a person. Click on the ‘+’ to add a person.

The organisation appears in the “My Organisations” tab XXXXXXXXXXXXXXXX XXXXXX XXXXXXXX The organisation appears in the “My Organisations” tab Self-registrant role: Those who obtained a self-registrant role by registering their organisations for a PIC, will access their data from here – after the new release.

Services under the ‘My Organisations’ tab Services are shown for those who have organisation-related roles: LEARs, Account Administrators or self-registrants Details of the entity Organisation’s data List of roles List of all projects List of all proposals List of previous updates

Access rights for each role Each person within this pyramid has different access rights according to his/her own role, and according to the state of the project. Let’s review these rights for each role.

Coordinating Participant Participant A CoCo CoCo CoCo Coordinator Contacts PaCo PaCo PaCo Participant Contacts Task M. Task M. Task M. Task M. Task M. Task M. Project Task Managers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb Team Members LEAR 1 LEAR 1 LEAR Organisation A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin Account Administrator

Project roles: summary NEXT Project roles: summary CoCo Nominate and revoke Participant Contacts for any participating organisation. In addition, all rights listed under the Coordinator Contacts. Nominate and revoke other Coordinator Contacts; Read/write access to own and common forms; Submit to European Commission/Agency; In addition, all rights listed under the Participant Contacts. CoCo PaCo Nominate and revoke Participant Contacts, Task Managers and Team Members within their organisation; Read/write access to own forms; Submit to the Coordinator Contacts; In addition, the rights listed under the Task Managers. Task M. Create and update forms; In addition, rights listed under the Team Members. Team Mb Read-only access

Organisation roles: summary NEXT Organisation roles: summary LEAR 1 Nominate and revoke Account Administrators within their organisation In addition, all rights listed under the Account Administrator. A.Admin Access the list of roles/persons representing their organisation Access their organisation’s list of Projects and their summaries May request to revoke users from roles within his/her organisation

Questions? Further help on the Participant Portal: - FAQ: http://ec.europa.eu/research/participants/portal/page/faq Technical helpdesk: http://ec.europa.eu/research/participants/portal/page/contactus User guides of the Portal: http://ec.europa.eu/research/participants/portal/ShowDoc/Participant+Portal/portal_content/help/participant_portal_usermanual.pdf

Thank you for your attention