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) For projects under the new MFF 2021-2027: the Declaration of Honour (DoH) and the A-Forms must be signed in both FPA and SGA (like a normal GA). However, the new SGA projects cannot be signed if the related FPA is suspended. But, the existing SGA's that do have a linked FPA suspended will be unaffected.


(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)

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

(info) At this stage, you may compare the Annex 1 (part B) with the corresponding version submitted at the proposal. 


     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. Fill in the data (hover over on the question mark  to get help).

How to fill in Annex 1 part C - step by step

StepDescriptionImage
1Check the Validation Summary to see if all data is correct or if any information is still missing

2In case of issues, check the Configuration Info tato find the name and version of the form you will need to communicate to the Service Desk when reporting the issue

3Click on Cancel changes to revert to the last saved version

4Click on Save data to preserve the added information

5

Click on View PDF to download the PDF corresponding to the latest saved version of the form.

Once you saved your changes, the PDF document will be generated and accessible from the Documents screen in SyGMa.

(warning) Please note that the Annex 1 - part C is currently configured only for the following programmes and types of actions: 

  • ERASMUS2027 (UG, LS, OG, AG): the PDF must be uploaded manually by the Coordinator
  • INNOVFUND (LS): direct link to the form; the PDF is automatically generated by the system  
  • LIFE2027 (FPA-OG, SGA-OG-FR, AG): direct link to the form; the PDF is automatically generated by the system  

      However, this Annex will be gradually added to other programmes and types of actions.

3. Annex 2a - Additional information on unit costs and contributions (optional, but becomes mandatory when unit costs are declared in the grant. This document displays the 'reference' for the unit costs / contributions and it is generated automatically by the system).

4. Annex 2b - Additional information customised unit costs and contributions (optional, this annex is present only when there are specific cost categories with unit costs or contributions in the budget table. It becomes mandatory when at least one of the corresponding budget categories is filled in the Annex 2. It is manually uploaded by the Coordinator).

  5. Annex 2e - Complex Funding Rate Calculator (mandatory for topics with 'Complex Funding Rates'). In this case, the annex is visible in the list of documents, but it can also be found in the F&T Portal under Reference Documents).
(info) To download the annex, click on the
icon. Fill in the document and upload it in PDF format, using the button. 

Once uploaded, the PDF can still be downloaded or deleted by clicking on the corresponding icon.


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)

(warning) Applicable law  

For all Beneficiaries, except from the International Organisations (IOs), the standard applicable law “EU law + law of Belgium” is automatically selected.

Beneficiaries who are International Organisations can choose to:

  • apply the Standard regime (EU Law + law of Belgium)
  • opt out of any applicable law by selecting 'No applicable law clause' 
  • use a different combination of laws by selecting 'Different applicable law clause' and ticking one or several options between the
    • EU Law
    • Law of a Member State or EFTA country 
    • General principles governing the law of International Organisations and the general rules of international law


(warning) Dispute settlement 

For all beneficiaries, except from the International Organisations (IOs), a 'Standard' dispute settlement is automatically applied.

The Beneficiaries who are International Organisations, have the option to choose between a 'Standard' or an 'Arbitrary' dispute settlement by clicking on the button

(warning) If applicable, the 'Ownership control status' and the 'Grant certificates' (accreditations) are also displayed under the Partner Summary tab.

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, Specific Legal Data, Partner Membership (FCH only), 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. 

*For Marie Sklodowska-Curie Actionthe budget model is configured by 'unit' and the unit-costs are auto-calculated. 

MSCA Doctoral Networks & MSCA Post Doctoral-Global Fellowships 

(MSCA-DN- & MSCA-PF-)

In the budget table each recruitment is displayed as a detail under the corresponding budget category, per partner.

MSCA Staff Exchange

(MSCA-SE)

A single detail row is added under the budget category for all exchanges, showing the total number of secondment months funded as number of units.

JU Contributions

The data in the JU Contribution tab is not automatically imported from the Proposal Submission tool (SEP)

(lightbulb)(tick) You are able to add new members, edit or delete contributions for members

To add new member, click on 'Add JU Contributions'

  • Add a partner from the Consortium

- Select one or more partners from the list all the active and valid partners (beneficiaries, affiliated entities, associated partners)

  • Add a new legal entity

- Enter a PIC, click the button and selects a Legal Entity to be added in the member list

  •  To remove contributions for members, use the icon 

LF Overview

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

Associated Partners

The Associated Partners are automatically listed after receiving the invitation letter. 

 (lightbulb) The Coordinator can add/remove Associated Partners and link then to Beneficiaries by following the steps described below. The Associated Partner(s) can be linked to only one Beneficiary or to none (depending on the programme allowing it or not).

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.

Recruitments (MSCA-DN & MSCA-PF)

The data in the Recruitments tab is not automatically imported from the Proposal Submission tool (SEP). 

  • MSCA Doctoral Networks (MSCA-DN)

  • MSCA Postdoctoral Fellowships (MSCA-PF)

*For the MSCA-PF types of action: to change/update the recruitment data click on the line to be modified (only for the recruitments in 'returning' phase). Then an extra table will be displayed, allowing you to add a placement (secondment):

Click on Save and the recruitment line initially selected for the update will be automatically modified.

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.

(warning) Project Coordinators are able to see, update and remove all the researchers of the project and not only the researchers linked to him/her. However, they can only select their own organisation and the Associated Partners' organisation(s) (not those of other beneficiaries).


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

Select the Lead Beneficiaries from the drop down list

(lightbulb) Affiliated Entities can be set as Lead Beneficiaries for Project Deliverables

Select the deliverable type from the drop down list

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.

(lightbulb)Associated Partners and Affiliated Entities can be set as Lead Beneficiaries for Milestones


Reviews

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

(warning) This screen is only available to Horizon Europe (HORIZON) and Euratom Research and Training (EURATOM) Programmes.

(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

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