1. Grant Agreement Preparation
Coordinator's day
Grant Agreement Preparation
IT TOOLS
Common Support Centre IT unit - RTD J4
23/09/2016

2. GRANT AGREEMENT DATA Consortium EU Project Officer sum of
scientific/technical, budgetary, administrative, and legal information on your project
GRANT AGREEMENT DATA
Core
Grant
Agreement
Annex 1
Description of the Action
(project description)
Annex 2
Budget
other
annexes

3. Participant Portal
HOME PAGE

4. Login My AREA  My Project(s)
Manage Project
(1)
(2)
(3)

5. Grant Preparation Process
Manage Project
Process List screen
1 st Process
Grant Preparation Process
Project Data
PLSign of each Beneficiary has to sign Declaration of Honor
Process color coding
Manual !!!

6. Grant Preparation Process A Process box consists of different sections
Actions
See p 8

7. Grant Preparation
Grant Agreement data
how to

8. before submitting to EU
GAP Process
Grant Agreement data
Complete G.A. data
before submitting to EU
(1)
(2)

9. The different TABS Icons
Meaning of Icons
No missing information
Missing information: blocking
For information only
Missing information: not blocking at this point
Meaning of Icons
Deadlines included in Invitation Letter

10. List imported from Proposal
Beneficiaries (1)
xxxxxxxxxxxxxxx
Click to go to the details of the Coordinator/Beneficiary (see next slide)

11. Partner Summary Add Department carrying out the work Beneficiaries (2)
(for each Beneficiary)
Beneficiaries (2)
Data "read-only" validated (to be validated) by EU Validation team

12. Financial Information
Beneficiaries (3)

13. Project Representatives
Beneficiaries (4)

14. Record Bank Account at the Portal  will be validated by EU services
Beneficiaries (5)
Record Bank Account at the Portal  will be validated by EU services
Coordinator / Bank Account
Can be selected after validation by EU services

15. Coordinator / Bank Account
Beneficiaries (6)
Bank Account linked
Coordinator / Bank Account

16. Beneficiaries (7) Link / Add Third Parties
Linked 3rd Parties need to register and are validated like Beneficiaries

17. Beneficiaries (8) Third Parties of linked Third Parties
Add Budget details
of linked Third Parties
In the Proposal, you specified a cumulative budget for each Beneficiary and its linked 3rd parties. In the Grant Agreement, this must be resolved into separate budgets.
The sum remains unchanged.

18. Project Number, …Duration, … Start date….
General Information
Project Number, …Duration, … Start date….

19. Reporting Periods

20. GA Information

21. Grant Options (1) Top of the screen
The selected Articles will be included in the Grant Agreement

22. Grant Options (2)
Bottom of the screen
Can be added by the EU officers

23. Financial Information
Pre-financing amount for information
If Guarantee Fund (H2020): 5 %
Financial Information
Hyperlinks

24. Legal & Financial Overview (Read-only)

25. Add Work Packages from Part B of your Proposal
After pressing OK and save, complete the Effort

26. Add Deliverables from Part B of your Proposal
Deliverables have to be linked with Work Packages !!!!

27. Add Milestones from Part B of your Proposal

28. will be completed by the Project Officer
Project Reviews
will be completed by the Project Officer

29. Add Risks from Part B of your Proposal

30. IF ETHICS Requirements… (1)
Follow-up of warnings to be done by EU Project Officer
EthSR automatically released to applicants at the time of Invitation to Grant Preparation or as soon as it becomes available afterwards

31. IF ETHICS Requirements… (2)
Ethics Requirements with Compliance Date after signature date are converted to Ethics Deliverables
1 Work Package created automatically (if at least 1 Requirement with compliance date after Grant signature)
1 Deliverable created automatically per Requirement (with compliance date after Grant signature)

32. Documents (1) Upload DOA Part B Upload DOA Part B – PDF
Generated automatically
Template
Upload DOA Part B – PDF
Generated automatically

33. DOA Part B Uploaded
SAVE
Documents (2)

34. Coordinator submits the Grant Preparation data to the EU services
 EU OFFICERS are notified

35. After 1 st submission to EU
EU Officers can send the G.A. data back to the Consortium if revisions needed ….
(-> Notification)
(1)
(2)
"Ping-Pong" (Consortium  EU, EU  Consortium, Consortium-> EU,….)
!!! DEADLINES !!!

36. Grant Agreement ready
E-Signatures
1. PLSIGN Coordinator 2. EU
how to

37. If G. A. data validated by EU Officers
G. A. ready for Signature
PLSign signs GA (1)
 Notification
(2)
(1)

38. PLSign signs GA (2)
Ecas Password

39. G. A. signed by PLSIGN
EU signs later
YELLOW = signed

40. PLSIGN of each Beneficiary
Declaration Forms
Accession Forms
E-Signature
PLSIGN of each Beneficiary
how to
Declarations of Honour have to be signed first (see next page) !!!!!

41. Declarations of Honour
Signed
YELLOW = signed

42. G. A. signed by EU Accession Forms
 Notification
After G.A. signed by EU, Accession Forms have to be signed by PLSIGN of each of the Beneficiaries (30 days)
YELLOW = signed

43. Pre-financing
Letter

44. Pre – financing
Letter
 Notification

45. Continous Reporting Process
Start date of Project
how to

46. launched when Start Date of Project is reached
Continous Reporting
launched when Start Date of Project is reached
Upload Deliverables (Beneficiaries) Submit Deliverables to EU Officer (Coordinator)
 Notification

47. Processes used during
Project life cycle

48. Processes
Top of the screen
Reporting / Payment Amendments (Consortium requested, Commission initiated)

49. Processes
Bottom of the screen
Amendments …
Continous Reporting, ….

50. General Information
Project Documents
Communication with EU

51. Manage Project
Document LIBRARY
PROJECT Documents

52. Manage Project
Communication Center

53. Process - Communication
Manage Project
Process - Communication
Messaging Facility (1)

54. PROCESS -Communication
Manage Project
PROCESS -Communication
Messaging Facility (2)

55. Manage Project
FORMAL Notification

56. More Information
HELP ????

57. More Information available at the Participant Portal
Guide for Grant Agreement Preparation

58. HELP ????
FAQ