NEF Negotiation forms IT tool to support Negotiation (Participant Portal) http://ec.europa.eu/research/participants/portal Call FP7-ENV-2013-WATER-INNO-DEMO FP7 "Environment (including climate change)" Theme 24/06/2013

Front Office (Participant Portal) WORKFLOW External Internal Coordinator Experts Decision to retain Proposal Proposals evaluation & ranking Proposal submission SEP SEP Coordinator Negotiator Negotiate terms of the Proposal Negotiate terms of the Proposal Grant Agreement NEF Front Office (Participant Portal) NEF Back Office LEAR Register Organisation Data & receive PIC Validation Team Validation of Organisation’s Data URF (Participant Portal) PIC PDM

E-mail address: ec-research-it-helpdesk@ec.europa.eu Phone number: FP7 IT HELP DESK E-mail address: ec-research-it-helpdesk@ec.europa.eu Phone number: + 352 43 01 31 570

AGENDA 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 Commission Q & A

NEF The NEGOTIATION process allows the exchange of information between the European Commission and the external Consortium NEF (Negotiation Forms) on the Participant Portal 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 two parts, A & B NEF BACK OFFICE: (module used by the European Commission) NEF / Participant Portal: (module used by the external Coordinator & Beneficiaries)

link to Participant Portal NEF Workflow EU Officer Coordinator Beneficiaries NEF Back Office create a Negotiation session PARTICIPANT PORTAL  mail sent to Coordinator with link to Participant Portal Complete data Coordinator submits to the Commission marks the session as verified IF NOT OK IF OK

MAIL SENT TO COORDINATOR NEF Back Office EU Officer opens the Negotiation for a Project and creates a first Negotiation session MAIL SENT TO COORDINATOR

Email Mail sent to the Coordinator and to the Scientific/ Project Officer containing the link to NEF through the Participant Portal Upper part

The Coordinator / Beneficiaries access NEF via the Participant Portal The Coordinator / Beneficiaries access NEF via the Participant Portal to complete the GPF (Grant Preparation Forms) http://ec.europa.eu/research/participants/portal

xxxxxxx xxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx Participant Portal xxxxxxx xxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx

Main page Submit button only available for the Coordinator NEF Front Office Submit button only available for the Coordinator Main page

Information about the Project NEF Front Office Information about the Project

General Information

Reporting Periods Delete button Note: The project duration is automatically updated when it is changed in the General Information screen and vice versa Delete button

Primary Coordinator Contact The Project Officer in the Commission sets the Primary Coordinator Contact person by entering the correct ECAS Email address

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

Information about the Coordinator the Beneficiaries Front Office Information about the Coordinator the Beneficiaries

Coordinator Legal Data (1) All the Organisation’s Legal Data shown in NEF is in Read Only. The only changeable field is the « Short name ».

Coordinator Legal Data (2)

Beneficiary Legal Data All the organisation’s Legal Data shown in NEF is in Read Only. The only changeable field is the « Short name ».

Organisation status and ICM status is in READ ONLY

Authorised Representatives

Contact Persons

Estimated eligible Costs

Coordinator Bank Account

Add a new Participant (1)

Add a new Participant (2) (1) (2) (3)

Add a Third Party (1) (2) (3) (4) (5)

Remove a Participant

Eligible Costs Special Clause 9 EU contribution : NO Note: By default it is flagged as « Yes »

Scientific Information NEF Front Office Scientific Information

Work Packages

Add the Work Packages (1) Upper part

Add the Work Packages (2) lower part

Add Titles of future Deliverables for a Work Package

Work Packages Upload Part B (PDF)

Financial Information NEF Front Office Financial Information

Budget Overview Hyperlink to Eligible Costs

The Coordinator submits the data to the Commission

Submit to the Commission Download PDF Submit to the Commission (3) (1) (2) Note:(2) Completion status should be ‘Finalized’ for all the Beneficiaries in order to submit the data. After submission by Coordinator, the session will expire, no link to « Access Negotiation » available !!!

Download PDF GPF Note: The forms A2.5. (Our Commitment), A2.6 (Data Protection and our role) and A4 have to be signed!

Download PDF Annex I (Part A – Part B)

Annex1-Description of Work Annex I. Description of work (DoW) The structure of Annex I (Description of Work) follows mostly the same basic layout as the proposal, comprising two parts, Part A and Part B. Part A (based on structured information) contains the cover page, the project summary, the list of participants and the budget breakdown as well as 8 work plan tables which provide details on the implementation of the project. The work plan tables (presenting the same set of information in different layouts) are produced by NEF on the basis of data collected in one web form related to each work package. Part B (the narrative part) is based on information from Part B of the proposal and has to be uploaded into NEF as a pdf document. To produce a printable version, NEF finally fuses the two parts into one complete Annex 1

IF all the data is OK, the EU Officer closes the Negotiation for the Proposal IF DATA NOT OK, The EU Officer creates a new negotiation session new mail to the Coordinator