1. The Research and Innovation Participant Portal
Agnes Hegyvarine Nagy
European Commission, Research & Innovation
eFP7 Communication Office
RTD A3.1

2. 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.

3. Research and Innovation Participant Portal

4. 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

5. Home page after ECAS login

6. 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

7. 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.

8. 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 address = one person =
one account
After ECAS login available for all users

9. 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.

10. 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.

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

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

13. Access Negotiations

14. Access Negotiations
The Coordinator contact receives the first 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 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

15. 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

16. 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.

17. 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

18. 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

19. 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.

20. 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.

21. 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…

22. 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

23. 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.

24. 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.

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

26. “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.

27. 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.

28. 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

29. 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

30. 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

31. 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

32. 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

33. 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

34. 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

35. View roles in the Project
XXXX XXXX
View roles in the Project

36. 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.

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

38. 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.

39. 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.

40. 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

41. 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.

42. 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

43. 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

44. 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

45. Questions? Further help on the Participant Portal:
- FAQ:
Technical helpdesk:
User guides of the Portal:

46. Thank you for your attention