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Information

The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 

This page explains the basic functionalities and provides general information on assignments available for experts, consolidators and/or editors from My Assessments, a web-based tool part of the Assessment module.

These assignments, for example the recording of evaluations of applications and/or project reports or editing of such evaluation, are given to the experts by the National Agency and will be available from the list of assignments displayed when accessing My Assessments.



Prerequisites

  • To access My Assessments you need an existing EU Login account, with the role as Expert configured by the National Agency. See the page Expert login to EESCP and Assessment Module for details.
  • Assignment(s) as an expert, consolidator and/or editor given by the National Agency

What is "My Assessments"?

My Assessments is the web user interface used by experts, consolidators and editors to visualise their list of assignments given by the National Agency, and provides direct access to the Assessment Details of such assignment that will allow them to draw-up and submit the evaluations. 

The term 'project' is used generically throughout the Expert User Guide Wiki pages to signify both, the assessments of applications and reports.

The three main activities performed in the tool are:

  1. Assessment - the evaluation of applications or reports 
  2. Consolidation - the creation and submission of the consolidated version of an assessment, based on the assessment(s) carried out by one or more experts
  3. Editing - the improvement of the linguistic quality of the contents of the consolidated assessment; not mandatory

These activities, further called assignments, are given to the expert(s) by the National Agency, and are then available for processing from the My Assessments screen. 

The Wiki page Expert Assessment provides an overview of the Assessment process, explaining the key steps related to the above-mentioned three main activities. The page How to complete an assessment (basic functionalities) provides a description of the general functionalities in the Assessment Details screen, which will open when accessing an assignment from My Assessments.


Assignment roles for experts

The National Agency can assign projects to an expert in the roles Expert, Consolidator and/or Editor. While an expert may also be a consolidator, if assigned as such by the National Agency, an editor is not necessarily also an expert. 

The following table provides a list of rights and tasks, which are defined for each of the available assignment roles in the Assessment module:


Expert (E1, E2, E3)


Consolidator (C)


Editor (E)


Experts record their evaluation of an application or report, assigned to them by the National Agency. An expert can be external or National Agency internal.

Experts have the following rights in the Assessment module:

  • Can list all project assessments to which they have been assigned, from the My Assessments screen 
  • Can create, draft, update and submit the assigned, individual assessments
  • Can approve the consolidated assessment version, if involved in the consolidation process
  • Can view all information and documents needed to perform the assessment

In My Assessments, the expert roles are displayed in the Assignment Role column as Expert1 (E1), Expert2 (E2) and Expert3 (E3).



The Consolidator is in charge of creating the consolidated version of the assessment. The Consolidator is automatically assigned by the system, but the NA Selection Manager has the option to change the default selection upon creation of the consolidation.

  • If more than one expert is assigned to assess a project, one expert is nominated as Consolidator.
  • By default, the expert nominated as the first expert is the Consolidator. The NA Selection Manager has the possibility to change this later when the Consolidate action is performed.
  • If only one expert is assigned to a project assessment, the system automatically creates the consolidated version as a copy of the assessment submitted by the expert.

The consolidator has following rights in Assessment module:

  • All the rights inherited from the role of expert
  • Can list all projects where the expert has been nominated as consolidator in the My Assessments screen
  • Can view assessments submitted by all experts of a project for which they are assigned as consolidator 
  • Can create, draft, and update the consolidated assessment version 
  • Can submit the consolidated version for the experts’ approval
  • Can submit the approved consolidated version

In My Assessments, the consolidator role is displayed in the Assignment Role column as Consolidator (C).


The purpose of the editing task, where necessary, is solely to improve the linguistic quality of the consolidated assessment.
No changes can be made to the scoring, the checkbox flags, the decisions or any other content that is not classified as commentary.

The Editor task is an optional task in the Assessment cycle. It can be assigned to an internal or external expert, with the role Editor in their Expert Details.

The editor has following rights in Assessment module:

  • Can list all projects where the editor has been nominated as such in the My Assessments screen
  • Can view and edit the consolidated version of an assessment; scores, decisions and any comments that are not to be modified can only be viewed
  • Can view the individual and consolidated assessments that have not yet been submitted (draft)
    Note: In the future, this right will be removed from the Editor role, as soon as the planned role of Lead Expert is implemented.

In My Assessments, the editor role is displayed in the Assignment Role column as Editor (E).




Accessing "My Assessments" 

In the Single Entry Point main menu, select Assessments and then My Assessments. The My Assessments screen opens. The following are available:

  1. Search Filter panel: to search for specific assignments. 
  2. Search Results panel: displays the list of assignments given to you by the National Agency. 


The "My Assessments" screen

Search filters

Standard filters, such as such as programme or key actions, are available in the Search filters. For full details about the general functionalities of the search filters, please see Search filter basics.

The following default filters are available:

  1. Active filter: is the combination of criteria your are currently using; the active filter can be saved, updated and set as default.
  2. Quick Filter: gives you the possibility to search for content using a free text field. 
  3. Predefined filters: allow you to narrow down your list of results. These are Programmes, Calls, Rounds and Key Actions.


Additionally, in My Assessments, the following specific search filters are available:

  1. Fields: check boxes to select Adult Education, Higher Education, School Education, Vocational Education and Training, Youth and/or ESC.
  2. Assessment types: check boxes to select Application, Interim Report and/or Final Report.

  3. Assignment role: check boxes to select Expert, Consolidator and/or Editor. Part of the Assignment role filters is the Assignment status filter with the options

    1. CONSOLIDATION Flags - filter buttons to highlight consolidator assignments of a specific status in the Search results list for easy recognition. 

    2. Expert assignment status - check boxes to (de)select expert assignments of a certain assignment status.

    3. Consolidator assignment status - check boxes to (de)select consolidator assignments of a certain assignment status.

    4. Editor assignment status - check boxes to (de)select editor assignments of a certain assignment status.

  4. Advanced filter:

    1. Beneficiary Organisation Name: drop-down list of all organisations whose projects are currently under assessment.

    2. Project code: drop-down list displaying the project codes for the available assignments.

    3. Assignment ID: drop-down list to select a specific Assessment ID, such as APP-E1-02.  

You can use the available toggle buttons to show or hide some of these filters.

Information

The system default filters are set to Programme Erasmus+, current Call year, All rounds, All Key Actions, Assignment Role: Expert, Consolidator and Editor, and with all available options selected under Expert assignment status, Consolidator assignment status, and Editor assignment status. 


The search panel can be collapsed or expanded on a desktop computer screen by clicking on the available arrow. On mobile devices, this panel is collapsed by default. 

The "Consolidation Flags" filter

The Consolidation Flags filters allow you to find assignments, related to the consolidation process, of a certain status easily in the Search results list.

Projects fulfilling the selected criteria will be highlighted in colour in the results list. It is possible to select multiple Consolidation flags filters and to combine them with other available filters.

Following filters are available: 

  • Consolidation ready for approval - available for expert assignments; selecting this flag filter will highlight project(s) for which the consolidation(s) is/are ready for approval by the expert in bright green
  • Consolidation pending approval -  available for consolidator assignments; selecting this flag will highlight project(s) for which the consolidated version still needs to be approved by the experts involved in the consolidation before submission on orange
  • Consolidation ready for submission - available for consolidator assignments; selecting this flag will highlight project(s) for which all experts involved in the consolidation have approved the consolidated version and the consolidator can submit them to the National Agency

This example shows the results displayed with the Consolidation Flags filter Consolidation pending approval selected. The search results list highlights the relevant Consolidator assignment(s) as per selected filter in orange. 


 Click here to expand for additional examples of the "Consolidation Flags" filters.

This example shows the results displayed with the Consolidation Flags filter Consolidation ready for approval selected. The search results list highlights the relevant Expert assignment as per selected filter in bright green. 


This example shows the results displayed with the Consolidation Flags filter Consolidation ready for submission selected. The search results list highlights the relevant Consolidator assignment as per selected filter in dark green. The highlighted project(s) can be submitted to the National Agency.

The "Search results" list

The list of Search results provides an overview of assessments currently assigned to you by your NA, as per selected Search filters. On top of the list, the number of assessments found and any active filters are displayed. 

If no assignments were found matching the selected search criteria, the message No assessments found is displayed. 

The list of Search results offers the following basic list functionalities: 

  1. Sort by column,
  2. Pagination,
  3. Customise, and
  4. Scroll bars on the bottom and right of the table to facilitate access to all available columns/rows, as more information may be available than can be displayed in the window on your device.   


In the Search results list, following columns are available for display: 

  1. Project code - hyperlinked, opens assessment either in read-only or edit mode, depending on the Assignment status.
  2. Assignment ID - displays identifier assigned to expert to define the relationship between them and the given assessment in AM.  
  3. Assignment Status - displays status of the assignment. 
  4. Assignment Role - role for the given assignment; either Expert1 (E1), Expert2 (E2), Expert3 (E3), Consolidator or Editor. 
  5. Assessment Type - displays either Application, Interim Report or Final Report.
  6. Threshold reached - only filled in if expert or consolidator assignment was completed; either YES or NO.
  7. Assignment submission date - only filled in if expert or consolidator assignment was submitted; shows date and time of submission.
  8. Project title - displays the Project title of the assessed project, if available. 
  9. Beneficiary organisation name - displays the Beneficiary organisation name of the assessed project.
  10. Conflict of Interest - only filled in if expert or consolidator assignment was completed or if the expert/consolidator marked an assignment having a Conflict of interest, without completing the assignment; either YES or NO.
  11. Actions - contains the Actions button for each assignment. Available and active actions vary, depending on Assignment role and Assignment status.


Information

You may find the same project displayed multiple times in the Search results, but with different Assignment Roles and/or Assignment Status. 



Assignment statuses

The following is a list of possible assignment statuses, which can be displayed in the Assignment status column in the Search results: 

For "Expert" assignments: 

  • Assignment ongoing: the expert received an assignment and is still working on the individual expert assessment
  • Assignment completed: the expert submitted the individual assessment results
  • Assignment cancelled: an expert assignment was cancelled by the NA
  • Consolidation ready for approval: the consolidator sent the consolidated version for expert approval; not all expert(s) involved in the consolidation process did yet approve the consolidation
  • Consolidation approved: all experts involved in the consolidation process approved the consolidation 

For "Consolidator" assignments:

  • Consolidation ongoing: the consolidator was assigned by the NA and is still working on the consolidation assignment
  • Consolidation pending approval: the consolidator sent the consolidation to all expert(s) involved for approval; it still needs to be approved by the expert(s) involved
  • Consolidation ready for submission: the consolidation was approved by all experts involved in the consolidation process; the consolidator can submit the consolidation
  • Consolidation submitted for validation: the consolidator submitted the consolidated version
  • Consolidation cancelled: a consolidation assignment was cancelled by the NA

For "Editor" assignments: 

  • Editing ongoing: the editor is still working on the editing assignment 
  • Editing completed: the editor completed and submitted their editing assignment
  • Editing cancelled: an editor assignment was cancelled by the NA


"Export" Functionality

It is possible to export the list of available assessments as an MS Excel file, which will include the assignment details for the assigned projects. If you do not select one or more projects using the available check boxes in the first column of the search results, all assignments that are available in the current search results will be exported. 

Select one or multiple projects from the list of search results. If you do not select any projects, all projects available will be exported. You can use the available filters to narrow down the results according to your needs. 

Click on the Export button. The file download will start immediately. Once completed, a success message displays.  


In the downloaded excel file, the following information for the exported projects is available:

  • Column A: displays the Project code of the assigned projects.
  • Column B: displays the Project UUID; a system generated identification code. 
  • Columns C-F: display the Assignment ID, Assignment status, Assignment Role and Assessment Type for the exported assignments.
  • Column G: displays the Decision; only filled in for completed assignments
  • Column H: displays the Assignment submission date; only filled in for submitted (completed) assignments
  • Column I: displays the Project title, if available. 
  • Columns J-K: display the Beneficiary organisation name and Conflict of interest, either No or YES.


Actions available from the "Actions" button per assignment 

From the Actions button available in the Actions column for each available assignment, a number of options are available.
The options and availability of these vary, depending on your assignment role, and/or the assignment status as well as the completion of a task as part of the assessment cycle.

Here an overview of available Actions per assignment type:

Expert assignment 


Consolidator assignment 


Editor assignment 


  • Open Assessment: always active. Opens the assessment of the expert in edit mode, if the assignment is ongoing. Once the assessment was submitted, it opens it in read-only mode. 
    Alternatively clicking on the hyperlinked project code of the assignment will result in the same action.
  • Conflict of interest: active for as long as the assessment has not been submitted. This allows you to open an assessment directly in the Conflict of Interest section. A negative conflict of interest statement is required to be able to submit an assessment.
  • Submit Assessment: active only after the Conflict of interest statement in the assessment and all other mandatory sections of the assessment have been completed, and the assignment is in status Assignment ongoing. Inactive for expert assignments with status Assignment cancelled and Assignment completed or with a Conflict of interest. 
  • Approve consolidation: active only when the consolidation has been submitted for expert approval, and if the expert is involved in the consolidation process. The expert assignment status is Consolidation ready for approval. 
  • Open Assessment: always active. Opens the consolidation assessment in edit mode for ongoing assignments or in read-only mode after the consolidation was submitted. 
    Alternatively clicking on the hyperlinked project code of the assignment will result in the same action.
  • Submit for expert`s approval: active only for projects with more than one expert involved in the consolidation process. The Consolidator assignment status is Consolidation ongoing. Selecting this option will open the Approval section of the consolidation.
  • Submit Assessment: active only after all experts involved in the consolidation process have approved the consolidation, and the Consolidator assignment status is Consolidation ready for submission. 
    If only one expert was assigned to participate in the consolidation and no automatic submission was initiated by the NA, the option is available only if the Conflict of interest statement and all other mandatory sections of the consolidation version are complete, and the assignment is in status Assignment ongoing. 
  • Open Assessment: always active for editing assignments. Opens the editing version of the assessment for the editor in edit mode. After the edited assessment was submitted, it opens the corresponding assessment in read-only mode. 
    Alternatively clicking on the hyperlinked project code of the assignment will result in the same action.
  • Submit Assessment: active only while assignment status is Editing ongoing.