1. NEF
Negotiation forms IT tool to support Negotiation (Participant Portal)
Call FP7-ENV-2013-WATER-INNO-DEMO
FP7 "Environment (including climate change)" Theme
24/06/2013

2. 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

3. E-mail address: ec-research-it-helpdesk@ec.europa.eu Phone number:
FP7
IT HELP DESK
address:
Phone number:

4. 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

5. 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)

6. 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

7. 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

8.
Mail sent to the Coordinator and to the Scientific/ Project Officer containing the link to NEF through the Participant Portal
Upper part

9. 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)

10. xxxxxxx xxxxxxxxxx xxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxx Participant
Portal
xxxxxxx
xxxxxxxxxx
xxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxx

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

12. Information about the Project
NEF
Front Office
Information about the Project

13. General Information

14. 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

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

16. 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

17. Information about the Coordinator the Beneficiaries
Front Office
Information about the Coordinator the Beneficiaries

18. 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 ».

19. Coordinator Legal Data (2)

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

21. Organisation status and ICM
status is in READ ONLY

22. Authorised Representatives

23. Contact Persons

24. Estimated eligible Costs

25. Coordinator Bank Account

26. Add a new Participant (1)

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

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

29. Remove a Participant

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

31. Scientific Information
NEF
Front Office
Scientific Information

32. Work Packages

33. Add the Work Packages (1)
Upper part

34. Add the Work Packages (2)
lower part

35. Add Titles of future Deliverables for a Work Package

36. Work Packages
Upload Part B (PDF)

37. Financial Information
NEF
Front Office
Financial Information

38. Budget Overview
Hyperlink to Eligible Costs

39. The Coordinator submits the data to the Commission

40. 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 !!!

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

42. Download PDF Annex I (Part A – Part B)

43. 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

44. 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