Table of contents

More on Grant Preparation



Online Manual

Introduction

After the submission of your proposal, the European Commission will evaluate your proposal. You will be notified of each step of the proposal management and grant preparation process, starting with the notification of the evaluation results (the evaluation can take up to five months). 

These notifications will be available in Your Notifications in your area in the Funding & Tenders Portal, explaining how to access the Grant Management Services tool. 

Overview of the Grant Agreement Preparation process and its tasks

Process Timeline

Description

Available tasks

Viewable by

Actor

Notification

Your proposal has been submitted.NoneNot applicableNot applicableYes

You have been informed about the final evaluation results.NoneNot applicableNot applicableYes

Proposals which have been positively evaluated will be invited to continue the Grant Preparation.
  1. Edit Grant Agreement data
  2. Sign Declaration of Honour




Yes

Grant Agreement is ready to be signed by the Coordinator
  1. Sign Declaration of Honour (if not done yet)
  2. Sign Grant Agreement by the Coordinator


Yes

The Grant Agreement is signed by the Coordinator and the European Commission.Sign Accession Forms by all beneficiaries (except the Coordinator)

Yes

The prefinancing payment has been made.NoneNot applicableNot applicableYes

Grant Agreement Data Preparation and Submission

The Coordinator clicks on Grant Agreement Data preparation to edit and complete the necessary forms. 

(warning) Please note that if there are Affiliated Entities (previously called 'Linked Third Parties') in the Consortium, the responsible Beneficiary will have a separate task for the DoH for each Affiliated Entity. The Beneficiary needs to:

  • click on the hyperlink to download the Declaration of Honour, which will be sent to the Affiliated Entity for completion and signature:

  • upload on the Portal the scanned and signed Declaration of Honour received from the Affiliated Entity:

  • click Complete to finalise the uploading process:

The Beneficiary will be informed of any modifications made to the list of Affiliated Entities as a result of an amendment or of any other impacting business process.

Once the Coordinator has clicked the Grant Agreement Data preparation task, he can complete the necessary forms in the Grant Management Services tool, which opens with the Project Summary screen. 


Icons usedDescription

No missing information

Missing information, which is blocking: you won't be able to submit to the European Commission if the missing information isn't completed

Only for information

Warning: not blocking at this point, but might become blocking later

Clicking on Validate will give you an overview of all information which is missing or incomplete. 

Documents

The following annexes need to be added under Documents:

  1. Annex 1 - Description Of Action (part B) (mandatory)
  2. Annex 1 - Description Of Action (part C - Key Performance Indicators)

(info) To fill in the part C, click on  link. You will be redirected to the form in the Funding and Tenders Portal where you can edit it. Once you saved your changes, the PDF document will be generated and accessible from the Documents screen in SyGMa.

3. Annex 2a - Additional information on the estimated budget of the action (mandatory if relevant to the project (there are Unit costs in the budget of project))

(info) Please note that when you would like to replace the part B, you first have to delete the previous one by clicking the cross at the end of the corresponding line (delete). Only then you'll have the new upload button available.



Project Summary

Once the grant has been signed, the "start date" and the "end date" will be displayed. 

Beneficiaries screens

The Coordinator and the Beneficiaries are automatically listed after receiving the invitation letter. 

(lightbulb) Please check all missing information () and warnings ().

(lightbulb) Please note that you can change the order of the beneficiaries by dragging and dropping

Partner Summary

The Coordinator/beneficiary Partner Summary is automatically listed after receiving the invitation letter. 

(lightbulb) Please add the department (mandatory for all beneficiaries, except for Affiliated Entities)

Details on the Partner summary screen for the old MFF (MFF2014 - 2020), can be found on this page.

Financial Information

The  Coordinator/beneficiary Financial Information is automatically listed after receiving the invitation letter. 

(lightbulb)Please check all information and update, if necessary. 

Details on the Financial Information screen for the old MFF (MFF 2014 -2020), can be found on this page.

Project Representatives

The possible Coordinator/beneficiary Project Representatives are automatically listed after receiving the invitation letter.  

(lightbulb) Please check all information and update, if necessary, in the roles management section of the Funding & Tenders Portal. 

(lightbulb) If no Project Representatives are listed, please complete in the roles management section of the Funding & Tenders Portal. 

(warning) Both Coordinators and beneficiaries should, as soon as they have been invited, nominate in the Funding & Tenders Portal, their Legal Entity Appointed Representative (LEAR) and Project Legal Signatory (PLSIGN). Once this has been done, the PLSIGN who will appear in the Grant Agreement has to be selected in SyGMa. Please note that all other PLSIGNs can sign the Grant Agreement.   

 Bank account

The Coordinator Bank Account is not automatically listed after the submission of your proposal. 

(lightbulb) Please select your bank account in the Grant Management Services tool. For more information about how to register a bank account in the Participant Register, please click here

(lightbulb) Enter the last four digits of the IBAN in the pop-up window that appears to select the existing bank account.   

(lightbulb) Click on the "Save" button.

Affiliated Entities ( formerly named Linked Third Parties)

The Coordinator/beneficiary Affiliated Entities are not automatically listed after receiving the invitation letter. 

(lightbulb) Please add Affiliated Entities by following the steps described below.

Click on "Add new Affiliated Entity" to add a new affiliated entity:

Search for the PIC you would like to add:

Click the row with the data of the PIC: 

Add the short name and click OK:

Click Save.

The newly added affiliated entity is now displayed:

  • in the Affiliated Entities tab:

  • in the Beneficiary tab (under the main beneficiary to which the entity is affiliated): 

To further modify the Affiliated Entity, you can either:

  • delete the newly added Affiliated Entity by clicking Delete:

  • to replace the newly added Affiliated Entity by clicking Replace and, after that, repeating the steps you followed for adding an Affiliated Entity:

When the session is submitted to the EU, a validation request will be sent out automatically. 

Affiliated Entities - Financial information

The Coordinator/beneficiary Affiliated Entities (formerly named Linked Third Parties) Financial Information is not automatically listed after receiving the invitation letter. 

       (lightbulb) Please enter all necessary information. 

Details on the Affiliated Entities - Financial Information screen for the old MFF (MFF2014 - 2020), can be found on this page.

Specific Legal Data 

The Coordinator/beneficiary international organisation Specific Legal Data will be available and are read-only.

(lightbulb) Any missing fields will be completed by the EU officer. 

Details on the Partner Membership (FCH only) and Linked International Partner  screens for the old MFF (MFF 2014 -2020), can be found on this page.

General Information 

The Project General Information is automatically listed after receiving the invitation letter.  

(lightbulb) The start date needs to be completed. In case it's a specific date, a justification needs to be completed.

More information regarding Security Constraints will be displayed in the corresponding tab if Security data is imported in SyGMa from the Security Evaluation.

Reporting Periods

The Project Reporting Periods will be available.

GA Information

The Project GA Information will be available and is read-only.

(lightbulb) Any missing fields will be completed by the EU officer. 

GA Options

The Project GA Options will be available and are read-only.

(lightbulb) Any missing fields will be completed by the EU officer. 

Financial Information 

The Project Financial Information is automatically listed after receiving the invitation letter. 

(lightbulb) Check whether the budget table is correct and whether all cost categories are present. 

LF Overview

The Project LF Overview will be available and is read-only () for everybody.

Associated Partners

The Associated Partners are not automatically listed after receiving the invitation letter. 

 (lightbulb) You can add Associated Partners and link to Beneficiaries by following the steps described below.

StepActionImage
1. Add Associated Partner:
1.1

Click on Add New Associated Partner 


1.2

Search for the PIC you would like to add


1.3

Select the line of the PIC 


1.4

Add the short name


1.5

The new Associated Partner has now been added.

You can replace the Associated Partner by clicking the  icon  


1.6

You can remove the Associated Partner by clicking the  icon


1.7Select Save.

2. Link Associated Partner to Beneficiary:
2.1

Select the line of the relevant Associated Partner and click on it to open the 'Partner details' screen.


2.2 

Scroll to the bottom of the screen and select the Beneficiary from the Associated with drop down and click Save.

(warning) If the Associated Partner is linked to a Beneficiary that is no longer active (i.e. terminated or not acceded), you must manually update the Associated Partner's "Associated with" data. Either by associating with another beneficiary or removing the association.

Researchers

Researchers contribute to the project under a partner (Beneficiary or Affiliated Entity).

Each researcher should have a profile created in My Person Profile in the Portal. The information is then automatically imported from the F&T Portal to the Researchers screen and can be edited during Grant Agreement preparation.

The screen will list all researchers linked to a specific Beneficiary/Affiliated Entity.


To add a researcher to the list you need to click Add researcher button and:

  • complete manually all the mandatory data fields 

or

  • add manually the project relevant data and automatically the researcher's personal data (using the information provided by the researcher in the My Person Profile section of the F&T Portal) 
Complete manually all mandatory data fields:Add manually the project relevant data and automatically the researcher's personal data:
StepActionImageStepActionImage
1

Click Add researcher to add a researcher and manually complete all mandatory data fields.


1

Click Add researcher to add a researcher.

Some information (for the Person Profile Data and Personal Identifiers sections) can be automatically retrieved from the My Person Profile section of the Funding and Tenders Portal.

To use that information you need to first provide the e-mail of the researcher and then click Import Profile


2

Click Add Identifier to add an identifier. 


2

(warning) Note that only the information that the researcher made public () in the My Person Profile will be retrieved and displayed read-only. The missing information will need to be added manually. 

3

Complete the necessary fields and click Add in the "Add Identifier" pop-up window.


3

Complete all mandatory data fields and, once finished, click Add in the Add Researcher data pop-up. 

4

To edit the identifier you just need to click on the corresponding row, make the necessary changes and click OK in the "Edit Identifier" pop-up window. 







5

To delete the identifier, click on the corresponding red X.  


6

Once finished, click Add in the Add Researcher data pop-up. 


Edit Researcher:

StepActionImage
1

To edit the data for a specific researcher, click the corresponding row and make all the necessary changes. When finished, click OK.


2

(warning) The read-only data (retrieved from My Person Profile) can be changed/updated only after the researcher updates his/her data in the F&T Portal.

Afterwards, in Sygma, click on Check for updates. The data will be synchronised with the one provided by the researcher in the Portal. 

3To finalise click OK

Delete Researcher:

StepActionImage
1

To delete a researcher, you need to click on the red X in the corresponding row.

3To finalise click Yes

After completing, please click  to save your data.

Infrastructures

The Infrastructures tab is available for topics involving transnational/virtual access to research infrastructures to add a type of access for research infrastructures (transnational or virtual): 

(lightbulb) Please add all necessary infrastructures/installations and complete all the necessary fields for each of them. 

To add an infrastructure/installation:

  • Click the Add Installation button.

Complete all fields in the pop-up that opens:

  • Access providerselect the access provider from the list of active beneficiaries, affiliated entities or associated partners. It can be the infrastructure owner or, if the owner of the infrastructure is another third party contributing resources, the beneficiary/affiliated entity who they are provided to (and who coordinates access to them). Associated partners must indicate “Actual Cost” (“Access” section) and put 0 in the “Total actual costs”. 
    • Note: a new installation is only attributed to active beneficiaries. However, for installations already attributed to former beneficiaries (no more active), the former beneficiaries can be still selected.

  • Infrastructure - choose to: 
    • select and edit an already existing infrastructure 
    • add a new infrastructure 

  • Installation: add an installation to the infrastructure. An installation is a part or a service of an infrastructure that can be used independently from the rest. We number progressively the installations of a same infrastructure:
    • define its short name: it has to be unique in the infrastructure (in an infrastructure you cannot find several times the same installation (within the project)
  • Country - Select the country where the installation is located (No country if the infrastructure is an international organisation, ERIC, or similar legal entity with international membership). For mobile installations (e.g. a research vessel), give the country of its usual location (e.g. the homeport)


  • Access: define the access.

Type of access — can be:
- transnational/virtual access with access costs declared on the basis of unit cost
- transnational/virtual access with access costs declared as actual costs
- transnational/virtual access with access costs declared as a combination of actual costs and unit cost.

Access costs — Cost of the access provided under the project.

Total unit costs — For access costs on the basis of unit costs:

  • Multiply the amount per unit by the quantity of access to be provided.
  • Assure the consistency between "Financial Information" costs table and the "Infrastructures" table:
    • The value of "D.3 Transnational access to research infrastructure unit costs" (in the "Financial Information" costs table) should be the same as the sum of all transnational access provision costs declared as unit costs (in the "Infrastructures" table).
    • The value of "D.4 Virtual access to research infrastructure unit costs " (in the "Financial Information" costs table) should be the same as the sum of all virtual access provision costs declared as unit costs (in the "Infrastructures" table).

After you finished, click OK to add the infrastructure/installation to the table.

After you have added the infrastructure/installation you are able to:

  • Edit the infrastructure by clicking the Edit button under the 'Action on infra' column, editing the information in the pop-up and clicking OK

  • Edit or delete the installation by clicking the corresponding buttons

Details on the Infrastructures screen for the old MFF (MFF 2014-2020), can be found on this page.

Principal Investigators

The Principal Investigators (PI) tab is displayed for European Research Council (ERC) grants. In these projects, the "principal investigator (PI)" is the main researcher hosted by the beneficiary (the "host institution (HI)") and s/he is named in the Grant Agreement (GA).

Principal Investigators do not become party to the GA, but are key actors of ERC actions. This leads to an asymmetrical relationship (in which the Principal Investigator is the key actor in charge of innovative research, but it is the host institution that subscribes to the financial and legal obligations under the GA — since it is the beneficiary). 

Principal Investigators for ERC

Both the Consortium and the Project Officers can edit the data related to the Principal Investigators tab (Personal Information and Project related info sections):

Step  Action  Image 
1Make the necessary changes in the Personal Information section and click Save.

2Make the necessary changes in the Project Related Info section and  click  Save   .

(warning) For all Horizon Europe (HORIZON) ERC types of action:

  • 'Time commitment for the action (%)' needs to respect (be higher than) the 'HE PI time commitment' in the topic configuration
  • 'Time commitment in Member State / Associated Country (%)' for a principal investigator is predefined to 50% and cannot be changed.

Details on the Principal Investigator for ERC-Synergy screen for the old MFF (MFF 2014 -2020), can be found on this page.

Work Packages

The Project Work Packages are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary work packages.

(lightbulb) Please note that you can change the order of the work packages by dragging and dropping

For more information about the management of work packages, please click here

Deliverables

The Project Deliverables are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary deliverables.

(lightbulb) Please note that you can change the order of the deliverables by dragging and dropping

Please note that the dissemination levels for deliverables are the following:

  • PU  Public (fully open ((warning) automatically posted online on the Project Results platforms))
  • SEN  Sensitive (limited under the conditions of the Grant Agreement)
  • R-UE/EU-R — EU Classified (RESTREINT-UE/EU-RESTRICTED)
  • C-UE/EU-C — EU Classified (CONFIDENTIEL-UE/EU-CONFIDENTIAL)
  • S-UE/EU-S — EU Classified (SECRET-UE/EU-SECRET)

Click OK to finalise. Before you submit the Grant Agreement data, you are still able to edit (by clicking on the corresponding deliverable row) or delete the deliverable.

Milestones

The Project Milestones are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary milestones.

Reviews

The Project Reviews will be available and are read-only.

(lightbulb) Any missing fields will be completed by the EU officer. 

Critical Risks

The Project Critical Risks are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary critical risks.

Ethics Info

The Project  Ethics will be available and are read-only.

(lightbulb) Any missing fields will be completed by the EU officer. 

Before a final Opinion is encoded by Ethics experts in the Ethics evaluation process, at times, additional information may be requested from the applicant.  

  •  In view of this requirement, the " Additional information needed " option needs to be selected by the expert in the SEP evaluation tool. When selected, a task is created for the Consortium to upload attachments and the Consortium is notified via PNS system. The  "Applicant Request for Information"  document, containing additional information regarding the request, is made available to the Consortium. 


  • The Consortium or its representative has to upload the  requested information in Grant Management application in the Funding & Tenders Portal.


  • Documents will be visible under the corresponding section: "Additional Information Request"  and "Response to additional information request", under the Process documents.

  • After the document is uploaded, the Complete button needs to be pressed.

  • This process may be repeated, until the Consortium provides complete information to the Ethics experts.


Once all forms have been completed, the Coordinator clicks the Submit to EU button.

Summary of editable screens

Please click here for more information. 

Grant Agreement Preparation termination

Please click  here for more information. 

Grant Certification (CERT)

As a higher education institution (HEI) you may participate to a call for proposals under the Erasmus+ programme in order to obtain the Erasmus Charter for Higher Education (ECHE) certificate.

After the submission of your proposal, the European Union will evaluate it and publish their final decision in your area, in the Funding & Tenders Portal, under a new Proposal Management and Grant Preparation process, as well as in the Project Document Library.

The evaluation result can only be one of the following:

  • Positive: in this case the Certificate Award Letter is made available to you the Portal, together with the Evaluation Summary and the Evaluation Result Letter

(warning) Please note that the ECHE Certificate can be found under the Document Library section , by selecting the Show draft option 

  • Negative: for the rejected proposals the Rejection Decision Award Letter is made available with the Evaluation Summary and Evaluation Result Letter on the Portal