1 FP7SESAMFORCE Reporting Tools Access through the Participant Portal Reporting Tools Access through the Participant Portal

2 HELPDESK : For Consortium  Digit eFP7 team Phone:

3 FP7SESAM Electronic submission of Reports of Reports and Deliverables Access through the Participant Portal Electronic submission of Reports of Reports and Deliverables Access through the Participant Portal

4 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 Consortium Cleansky

5 Access the Participant Portal Participant Portal ( FP7 Projects ONLY !!) Note : Phase « Active » means that the Grant Agreement has been signed RD : Hyperlink to Reporting and Deliverables (1) (2) (3)

6 SESAM Reports and Deliverables

7 Deliverables

8 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 Consortium Cleansky A new version has to be uploaded FP7 DELIVERABLES

9 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 possibilities

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

11 Encode Work Package no, Title, … Upload the Deliverable (Browse… button) Save Note: the (*) are mandatory fields

12 Beneficiary screen: Result of uploading Coordinator validates (1) View (2) Benef.

13 Coordinator submits the Deliverable to Cleansky Note: temporary status Benef.

14 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.

15 IF the Titles of the Deliverables have been defined during the Negotiation (NEF IT module on the Participant Portal) then they will appear under the ‘Expected Deliverables’ (when the Grant Agreement is signed) NEF SESAM

16 Reports Publications, Patents, Dissemination Activities and Exploitable Foregrounds

17 - 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 Consortium Cleansky Report(s) can be modified again FP7 REPORTS

18 Periodic Report

19 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 PERIOD 3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD 3.3 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)

20 Select the Report type and the Reporting Period and click Create New Report (1) (3) (2)

21 Periodic Report (1)

22 Periodic Report (2)

23 Periodic Report (3)

24 Mandatory !!!! Periodic Report (4)

25 Periodic Report (5)

26 Periodic Report (6)

27 Click on hyperlink to modify, submit …. Periodic Report not submitted goes in « Intermediate Reports »

28 Attachments

29 Report cannot be submitted if mandatory fields are not filled

30 A automatic is sent to the Project Officer in Cleansky Submit Report to Cleansky

31 Publications Patents Dissemination Activities Exploitable Foregrounds Note: The Publications, Patents, Dissemination Activities and Exploitable Foregrounds List appear in the Final Report

32 Publications List (1)

33 Publications List (2)

34 Patents

35 Dissemination Activities

36 Foregrounds List

37 Final Report Final Report (Distribution of the financial contribution Report)

38 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

39 (1) (2) Create Final Report

40 Final Report (1)

41 Final Report (2)

42 Final Report (3)

43 Final Report (4)

44 Final Report (5)

45 (1) (2) Note: Within 30 days after receipt of the final payment of the EU financial contribution Create Final Report Financial Contribution Distribution

46 Final Report EU Financial Contribution Distribution

47 FP7FORCE Electronic submission of of Form Cs Access through the Participant Portal Electronic submission of of Form Cs Access through the Participant Portal

48 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

49 Access : through the Participant Portal FR : Hyperlink to Financial Reporting (FORCE) Note : Phase « Active » means that the Grant Agreement has been signed

50 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

51 FORCE (Form C Editor): Workflow Selects the Reporting period Fills in the Form C and saves it Submits the Form C to the coordinator The coordinator can reject a Form C Submits the Form Cs to Cleansky if everything Ok Cleansky can request a revision of a Form C OR

52 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

53 Add Form C

54 Coordinator screen Add Form C

55 Beneficiary screen Add Form C

56 FORM C (upper part) (1)

57 Fill in FORM C (lower part) (2) Declaration of Eligible costs Mandatory fields Data to be filled

58 NEW STYLE FORM C

59 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

60 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 Fill in FORM C (2) NEW STYLE

61 + Add a new line X Remove a line If only one row exists/remains then the “X” icon becomes disabled Fill in FORM C (3) NEW STYLE

62 Upon clicking on “Done” sum of detail lines is copied back to corresponding field of Form C Fill in FORM C (4) NEW STYLE

63 Fill in FORM C (5) NEW STYLE

64 OLD STYLE FORM C

65 In old Form C user writes the amount of costs directly in editable cells of cost matrix Fill in FORM C OLD STYLE

66 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

67 Submit Form C

68 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

69 Submit Form C: Beneficiary goes to the lower part of the Form C  Button SUBMIT to Coordinator

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

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

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

73 Submit Form Cs to Cleansky : Coordinator selects Form Cs to be submitted (1) (1) (2) Legal Names Short Names

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

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

76 Submit Form Cs: Coordinator receives OK message (4) Note: The Project Officer in Cleansky will receive an automatic

77 Submission History (1) Coordinator can view different submissions any time

78 Submission History (2) Coordinator can view different submissions any time Legal names

79 Third Party Form C

80 Form C for Third Parties (1)

81 Third Party Form C (2) “Draft” status

82 Adjustment Form C IF Requested by CLEANSY

83 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

84 Adjustment Form Cs (2)

85 Adjustment Form Cs (3)

86 Cleansky can ask for a revision Revise Form C

87 Revise a Form C: Edit and Resubmit Indicates that Cleansky asked to review Forms C

88 Print Form Cs

89 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

90 Print Form Cs (1)

91 Print Form Cs (2)

92 Print the Details of Form C (1)

93 Print the Details of Form C (2)

94 Print the Details of Form C (3)

95 Print Form Cs (4)