1. Identity and Access Management (IAM)

2. Research 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 Access to legal entity registration, negotiation, amendments, financial and scientific reporting, expert services (soon). Brings homogeneity, transparency and better service integration for grant management.

3. Objectives of 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. NEXT

4. Unique identifier of persons: ECAS account (European Commission Authentication System). Secure, single sign-on approach : 1 e-mail address = 1 person = 1 ECAS account leads to the different grant or organisation-related actions Unique identifier of entities: the 9-digit PIC number. It requires minimal 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). NEXT Objectives of the role management (2/2)

5. Set Coordinator Contact in NEF Participant Portal Coordinator contact E-mail Administrative and scientific contacts for the grant Contact persons

6. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin PaCo 1 PaCo 1 Scien Admin Finan CoCo 1 A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin NEXT The current pyramid of roles. Coordinating Participant

7. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin PaCo 1 PaCo 1 Scien Admin Finan CoCo 1 A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin NEXT Changes in the new version of the identity and role management Coordinating Participant

8. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin Scien Admin Finan Coordinating Participant A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin CoCo CoCo 1 PaCo 1 CoCo PaCo CoCo PaCoPaCoPaCo 1 PaCoPaCoPaCo NEXT More Coordinator Contacts and Participant Contacts

9. Scien Admin Finan Scien Admin Finan Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Participant A A.Rep LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin Coordinating Participant A.Rep FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin FinanAdminScienFinanAdminScien CoCo PaCo CoCo CoCo PaCoPaCo PaCoPaCoPaCo Named Representat. NEXT Team Mb Task M. Team Mb Task M. Team Mb Task M. More Coordinator Contacts and Participant Contacts Task Managers and Team Members are no longer restricted to specific scope(s).

10. A.RepFinanAdminScienA.RepA.RepFinanAdminScienFinanAdminScien Participant B LEAR 1 Coordinator Contact Participant Contacts Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Participant A LEAR 1 A.AdminA.Admin A.Admin Coordinating Participant LEAR 1 A.AdminA.Admin A.Admin CoCo PaCo CoCo CoCo PaCoPaCo PaCoPaCoPaCo Named Representat. NEXT Team Mb Task M. Team Mb Task M. Team Mb Task M. PaCoPaCo PaCoPaCoCoCoPaCo PaCoCoCo CoCo

11. Coordinator Contact Participant Contacts LEAR Account Admin. Participant A LEAR 1 A.AdminA.Admin A.Admin Coordinating Participant LEAR 1 A.AdminA.Admin A.Admin CoCo CoCo CoCo PaCoPaCoPaCo Experts ReviewerReviewer Reviewer Rapport. NEXT Task Managers Team Members Participant BLEAR 1 A.AdminA.Admin A.Admin PaCoPaCoPaCo Team Mb Task M. Team Mb Task M. Team Mb Task M. The roles of Named & Authorised Representatives are redistributed Activation of non-participant roles: Reviewer and Rapporteur

12. Team Mb Task M. Team Mb Task M. Rapport. Coordinator Contact Participant Contacts LEAR Account Admin. Participant A LEAR 1 A.AdminA.Admin A.Admin Coordinating Participant LEAR 1 A.AdminA.Admin A.Admin CoCo CoCo CoCo PaCoPaCoPaCo Experts ReviewerReviewer Reviewer Activation of non-participant roles: Reviewer and Rapporteur Which brings us to the new version of IAM… NEXT Task Managers Team Members

13. Major changes of the new version (1/2) 1.The uniqueness of the Coordinator and Participant Contacts disappear: 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: 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.

14. Major changes of the new version (2/2) 2.Task Managers and Team Members are no longer restricted to specific scope(s). 3.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.

15. Roles at Organisation level Roles at Project level XXXXXXX XXXXX XXXXXX XXXX XXXXX XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

16. View Project details View roles in the Project Edit Consortium

17. The list of roles will be changed automatically with the new IAM XXXXXXX XXXXX XXXXXX XXXX XXXXX XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

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

19. 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.

20. 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. Lets review the nomination/revocation process.

21. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT

22. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo

23. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo

24. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo

25. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo

26. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission.

27. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission.

28. View roles in the Project XXXX

29. XXXXXXXXX XXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX The list of roles will be changed automatically with the new IAM. These new roles may need to be modified. Add or revoke roles in the Project LEARs will also see the list of proposals submitted.

30. Add a new role for the Project

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

32. XXXXX XXX XXXXXX XXXXX XXXXXX XXXXXXX Edit Participant Contact details.

33. XXXXX XXX XXXXXX XXXXX XXXXXX XXXXXXX

34. The organisation appears in the My Organisations tab XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Those who obtained a self- registrant role, will access their data in URF from here.

35. Details of the LEAR and the Organisation View roles within the Organisation XXXXXXXXXXXXX XXXXXXXXXX XXXXXXXXXXX XXXXX XX XXX XXXXXXX XX XXXXXXXX XXXXXXX XXXXXXXX XXX XXXXXXXXXXXXXXXX XXXXXX XXX XXXXXXX XXX

36. LEARs can view the roles within the organisation. XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXX XXXXXXXXXXXX XXXX XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXX LEARs will see the project list of the entity.

37. 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. Lets review these rights for each role.

38. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCoPaCo Project Organisation

39. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo Project Organisation The Primary Coordinator Contact: The contact person of the coordinating entity identified in the proposal is automatically transferred as the Primary Coordinator Contact; (s)he is the primary point of contact between the Commission and the Consortium for negotiations. The Primary Coordinator Contact can only be revoked or modified by the Commission. The Primary Coordinator Contact can nominate and revoke Coordinator Contacts, Task Managers and Team Members within his/her organisation. The Primary Coordinator Contact can nominate and revoke Participants Contacts for any organisation in the consortium. The Primary Coordinator Contact has read and write access to all electronic tools, to the forms of his/her organisation and to the common forms of the consortium. The Primary Coordinator Contact can submit forms to the European Commission. CoCo

40. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo Project Organisation CoCo Coordinator Contacts: All Coordinator Contacts can nominate and revoke other Coordinator Contacts within their organisation; all the nominated Coordinator Contacts have similar rights. All Coordinator Contacts can nominate and revoke Task Managers and Team Members within their organisation. All Coordinator Contacts have read and write access to all electronic tools, to their own forms and to the common forms of the consortium. All Coordinator Contacts can submit forms to the European Commission.

41. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo PaCoPaCo Project Organisation Participant Contacts: The Participant Contacts are nominated to represent the organisation within the consortium. There is at least one Participant Contact per organisation, with a maximum of 5 Participant Contacts per organisation, but there can be more than 5 with the migration of roles for organisations which are already registered. All Participant Contacts can nominate and revoke other Participant Contacts, Task Managers and Team Members within his/her organisation. All Participant Contacts have read and write access to their organisations forms. All Participant Contacts can submit forms to the Coordinator Contacts.

42. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation Task Managers: There may be one or more Task Manager(s) per organisation. Task Managers are nominated by their Participant Contacts. Task Managers can create and update forms of their organisation and submit to the Participant Contacts. Task Managers cannot delegate the role further or any of their rights.

43. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation Team Members: Team Members are nominated by the Participant Contacts. Team Members have limited access rights: search, read-only. Team Members cannot delegate the role further or any of their rights.

44. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation The LEAR: The LEAR can access the list of roles/persons representing his/her organisation in Projects and the Project list of his/her organisation. The LEAR may request to revoke users from roles within his/her organisation e.g. by asking a Coordinator Contact or a Participant Contact to revoke a role. The LEAR can only be revoked or modified by the Commission. The LEAR is reponsible for the updates of the organisation-related data, can request (online) the modification of such data, and upload supporting documents.

45. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation The Account Administrator: There may be one or more Account Administrator(s) within an organisation (nominated by the LEAR of the organisation). All Account Administrators may access the list of roles/persons representing his/her organisation in Projects and the Project list of their organisation. All Account Administrators can request (online) the update of the organisation- related data. All Account Administrators may request to revoke users from roles within their organisation e.g. by asking a Coordinator Contactor a Participant Contact to revoke a role.

46. Project roles: summary Team Mb Task M. 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. Create and update forms; In addition, rights listed under the Team Members. Read-only access 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. NEXT Nominate and revoke Participant Contacts for any participating organisation. In addition, all rights listed under the Coordinator Contacts. CoCo

47. Organisation roles: summary Access the list of roles/persons representing their organisation Access their organisations list of Projects and their summaries May request to revoke users from roles within his/her organisation LEAR 1 A.Admin Nominate and revoke Account Administrators within their organisation In addition, all rights listed under the Account Administrator. NEXT

48. Access rights for each step of the project Now that we have a better idea of the general scheme, lets review the possibilities of the different roles at each step of the project. Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration

49. Access rights for proposal submission Currently, the proposal submission (EPSS) is outside the Participant Portal, but certain roles are provisioned automatically. In the future, roles will be integrated in the proposal submission phase (SEP). SEP: Coordinators and participant contacts will be able to provision the roles at this stage in the proposal submission system. Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration

50. Access rights for negotiations Read-only rights to all negotiation-related data: Draft and validate own forms: Draft and validate common forms: Submit data on behalf of the whole consortium to the Commission: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration Team Mb Task M. CoCo CoCo PaCo PaCo CoCo CoCo CoCo CoCo CoCo CoCo

51. Access rights for amendments Read-only rights to all amendment-related data: Initiate an action: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration Team Mb Task M. CoCo CoCo PaCo CoCo CoCo Draft and validate their forms: Draft and validate common forms: Submit data on behalf of the whole consortium to the Commission: Task M. PaCo CoCo CoCo CoCo CoCo CoCo CoCo

52. ReviewerCoCo CoCo Access rights for financial reports (1/2) (Form C, CFS, financial summary) Read-only rights to their Forms C/CFS: Draft and upload their Forms C/CFS: Read-only rights to the financial summary: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration Team Mb Task M. PaCo PaCo CoCo CoCo CoCo CoCo

53. Submit to the Coordinator Contacts: Submit to the European Commission: Access rights for financial reports (2/2) (Form C, CFS, financial summary) Read-only rights to all participants Forms C/CFS: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration ReviewerCoCo CoCo PaCo CoCo CoCo

54. Access rights for scientific reports (1/2) Read-only rights to their forms & documents: Draft and upload their forms & documents: Read-only rights to common forms & documents: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration Team Mb Task M. CoCo CoCo PaCo CoCo CoCo PaCo Team Mb Task M. CoCo CoCo PaCo Draft and upload common forms & documents: Task M. CoCo CoCo PaCo

55. Submit to the Coordinator Contacts: Submit to the European Commission: Access rights for scientific reports (2/2) Read-only rights to all participants forms: Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration CoCo CoCo CoCo CoCo PaCo Read-only rights to all participants deliverables: Draft and upload all participants deliverables: Team Mb Task M. CoCo CoCo PaCo CoCo CoCo PaCo ReviewerRapport. ReviewerRapport.

56. End of the project Access rights for reviews (1/2) Proposal submission Reports Amendments Grant agreement signature Negotiation Registration Read-only rights to review forms & documents: Draft and upload their review forms & documents: Submit review: Review all sessions: ReviewerRapport. Reviewer Reviewer Reviewer

57. End of the project Access rights for reviews (2/2) Proposal submission Reports Amendments Grant agreement signature Negotiation Registration Draft and upload consolidated review forms & documents: Read-only rights to consolidated review forms & documents: Submit consolidated review: Rapport. Rapport. Rapport.

58. Proposal submission End of the project Reports Amendments Grant agreement signature Negotiation Registration Access rights for the organisation View and update the organisations data: LEAR 1 A.Admin Upload / download / update documents regarding the organisation: LEAR 1 A.Admin NEW: Self-registrants have access to their data until a LEAR is appointed for the PIC.