Table of contents

Roles & Access Rights


Please consult also following page



FAQ

Roles and access rights

The Funding & Tenders Portal allows each user to have access to a personalised space, based on 3 main levels:

  • Each user is supposed to have a unique EU Login account, which is the unique identifier for persons (linked to their professional email address).
  • Each EU Login account is linked to one (or more) PIC number(s), which are the unique identifier for organisations.
  • Each EU Login account is linked to all the roles that the user has in projects, proposals, and when applicable, audits through IAM (Identity and Access Management). One user can have as many roles as necessary.

We refer to the module managing the access rights in any of the levels as IAM (Identity and Access Management). Its purposes are:

  • The Identity and Access Management allows us to define and/or manage changes of access rights of users of the Portal.
  • It gives a personalised and secure access to the different services of the Portal.
  • Minimum involvement by the EU/Agency staff allowing for flexibility in the online management of the consortium.
  • Any change in the roles of the users is saved to allow a monitoring & tracking service.


Identity and Access Management (IAM) Hierarchy

The IAM hierarchy is as follows:

Nomenclature

How do the roles get assigned?

Some roles are automatically provisioned in the early stages of the Project ("original roles") as follows:

  • The proposal initiator in the proposal submission phase will automatically be recognised by the EU 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 EU during the validation process of his/her organisation.

The nomination process, i.e.  who can nominate the various actors, is as follows:

The organisation, project and audit roles are managed via the Funding & Tenders Portal. See How to assign or revoke roles to see the exact steps you need to follow for each kind of role.

Other systems require also a differentiation in the roles using it, but those roles are not managed nor set via the Portal, but in the system itself. This is the case for the submission system. See Proposal roles and access rights for more details about the roles in that system.

Access rights

We list here the different roles which are managed via the Portal (Action button in the My Organisation(s) and My Project(s) screen, manage roles/manage consortium action in each case). For proposals, the roles are managed in the Submission system when creating/editing the proposal. See Proposal roles and access rights for more information.

Organisation roles

Account Administrator/Legal Entity Appointed Representative (LEAR)

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

(warning)  The LEAR is a role set via the validation process of your organisation and not managed by the participant in the Portal. You can find information on how a LEAR is appointed in the Authorised users / LEAR page.

There can be only one LEAR per organisation.

Is the primary point of contact of the organisation towards the EU.

Can nominate account administrators.

Account administrators can nominate other account administrators.

The LEAR role is effectively granted at level of the Portal (elevation of rights of the EU Login account) by IAM after it has been validated by Central Validation Service. It cannot be revoked, the LEAR name needs to be replaced in Participant Register. When the new LEAR is validated, the old one will lose access to the organisation.

The Account Administrator is manually set by the LEAR or other account administrator in the Portal.

Self Registrant

Overview

Rights

Can nominate/revoke

Is nominated/revoked by

Can:

  • Update the organisation data until a LEAR is nominated
  • Appoint a LEAR in Participant Register
  • Appoint other Self Registrants

This is a temporary role you are granted after registering an organisation.

It acts as a point of contact for the organisation until it has been validated.

Other Self Registrants via the Portal. The rest of roles are not applicable.

Automatically when registering the organisation, it can be removed manually by other Self Registrants via the Portal.

It is automatically revoked once one account has been promoted a LEAR of the organisation (i.e. validated).

Legal Signatory

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • View organisation data
  • View lists of organisation's projects, proposals and organisation roles

(warning) This role needs to be granted first on the level of the organisation by the LEAR/Account administrator, and then on the level of the project by the Coordinator/Participant to be able to sign for the project..

There may be one or more Financial Signatory(s) within an organisation.

Has no right as long as not assigned to a project.

N/A

LEARs or Account administrators.

Financial Signatory

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • View organisation data
  • View lists of organisation's projects, proposals and organisation roles

(warning) This role needs to be granted first on the level of the organisation by the LEAR/Account administrator, and then on the level of the project by the Coordinator/Participant to be able to sign for the project.

There may be one or more Financial Signatory(s) within an organisation.

Has no right as long as not assigned to a project.

N/A

LEARs or Account administrators.

Project Roles

(warning) Regardless of the different write/read rights described below, any document becomes visible to all beneficiaries in the consortium once that it has been submitted to the EC.
See Special roles for information about roles not mentioned here.

Primary Coordinator Contact/Coordinator Contact

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read/write all forms
  • Submit all forms to EC
  • Make changes to project documents

There can be only one Primary Coordinator Contact per project.
Is the primary point of contact between the EU and the Consortium for negotiations.
Has read and write access to all the forms of his/her organisation and to the common forms of the consortium.
Can submit forms to the European Commission.

Coordinator Contacts, Task Managers and Team Members within their organisation.
Assign Financial Signatories to a project within their organisation.
Participants Contacts for any organisation in the consortium.

The proposal initiator of the coordinating entity identified in the proposal is automatically transferred as Primary Coordinator Contact.
Can only be revoked or modified by the Project Officer (PO).
Note: If the Primary Coordinator Contact of the project has changed, the LEAR of the coordinating organisation must provide the Project Officer with the first name, last name, email address and EU Login account name of the new PCoCo.

Coordinator Contact

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read/write all forms
  • Submit all forms to EC
  • Make changes to project documents

There can be as many Coordinator Contacts as needed per project.
Has read and write access to all the forms of his/her organisation and to the common forms of the consortium.
Can submit forms to the European Commission.

Other Coordinator Contacts within their organisation; all the nominated Coordinator Contacts have similar rights.
Task Managers and Team Members within their organisation.
Assign Legal and Financial Signatories to a project within their organisation.
Participants Contacts for any organisation in the consortium.

The Primary Coordinator Contact or another Coordinator Contact.

Participant Contact

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read own forms
  • Write own forms
  • Submit own forms to coordinator (except financial forms)
    • (info) May submit information directly to EC as laid down in the grant agreement (see Article 52)
  • Make changes to project documents

The Participant Contacts are nominated to represent the organisation within the consortium.

There is at least one Participant Contact per organisation.

All Participant Contacts have read and write access to their organisation's forms.

All Participant Contacts can submit forms to the Coordinator Contacts.

Other Participant Contacts, Task Managers and Team Members within their organisation.

Assign Legal and Financial Signatories to a project within their organisation.

The Primary Coordinator Contact or a Coordinator Contact.
Another Participant Contact within their organisation.

Financial Signatory (PFSIGN)

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read own forms
  • Write own forms
  • Sign and submit own financial forms

There may be one or more Financial Signatory(s) assigned to a project within an organisation.
One Financial Signatory can be assigned to multiple projects.

Can electronically sign financial statements (Forms C) and submit them to the coordinator.

Has read and write access to his/her organisation's forms.

N/A

The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity).

Participant Contacts (for other entities).

Legal Signatory (PLSIGN)

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read own forms
  • Write own forms
  • Submit own forms (except financial forms)
  • Sign own legal forms

There may be one or more Financial Signatory(s) within an organisation.

Has no right as long as not assigned to a project.

N/A

The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity).

Participant Contacts (for other entities).

Task Manager

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read own forms
  • Write own forms

There may be one or more Task Manager(s) per organisation.

Can create, save and update forms of their organisation.

 N/A

The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity).

Participant Contacts (for other entities).

Team Member

Overview

Rights

Can nominate/revoke

Is nominated/revoked by


Can:

  • Read own forms

There may be one or more Team Member(s) per organisation.

Have limited access rights: search, read-only.

 N/A

The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity).

Participant Contacts (for other entities).

Audit Roles

This description concerns the auditee. For specific information regarding the audit roles for external audit firms, see AUDIT firm roles.

Primary Audit Contact

The LEAR gets assigned the Primary Audit Contact (PAuCo) role when an organisation has been selected for an audit. This role may nominate other Primary Audit Contacts (PAuCo) for the organisation and the Audit Contacts (AuCo) roles for the audits. AuCos will carry out the audit tasks in the Audit Management System (AMS)), once they are assigned to an audit team. PAuCo cannot access the audit unless they are granted the AuCo role and they are added to the relevant audit team.

This role can:

  • Nominate other Primary Audit Contact(s) for the organisation and the Audit Contact(s) for an audit (in the Funding & Tenders Portal, go to My Organisations > Actions > View Roles, click the Roles tab). See How to assign roles for further details.
  • Manage the audit teams in the organisation – i.e. add a new team, assign an audit and an AuCo to a team, or rename a team assign – in in the Funding & Tenders Portal, go to My Organisations > Actions > View Roles, click the Roles, rename a team, add a new team or assign an audit to a team.
  • Revoke other roles.
  • Submit requested documents for the audit (if it is granted additional Audit Contact role and assigned to a team, see How to assign roles for further details).

Audit Contact

An assigned Audit Contact (AuCo) performs the audit tasks in the Audit Management System (AMS) for the audit(s) assigned to their relevant audit team(s).

This role can:

  • Submit requested documents for the audit.
  • Exchange communications with the EU services or the external audit firm, depending on whether it is an In-house audit or an Outsourced audit.


An AuCo can also nominate/revoke other AuCos who are assigned to the same teams as them.
For example, if AuCo X is assigned to team A, and audits Y and Z are assigned to the same team A, AuCo X can assign other AuCos to team A who will have access to audits Y and Z.
An AuCo cannot manage the teams of the organisation (i.e. rename a team, add a new team or assign an audit to a team), since this kind of access is reserved for Primary Audit Contacts.

PAuCo

Overview

Rights

Can nominate/revoke

Is nominated/revoked by

Can:

  • Nominate other Primary Audit Contact(s).
  • Manage teams and assign auditors and audits to teams.

There may be one or more Primary Audit Contacts.
Manages other contacts and the teams for the audits of the organisation.

Primary Audit Contacts for their legal entity and Audit Contacts for the audits of their organisation.

The LEAR of an organisation is nominated as Primary Audit Contact (PAuCo) by the Grants System. Then, nominates the audit roles of their organisation
via the option View Roles from the Actions drop-down list for the organisation in the Funding & Tenders Portal.
Can manage the teams (my organisations, teams tab).

AuCo

Overview

Rights

Can nominate/revoke

Is nominated/revoked by

Can:

  • Nominate other auditors for the teams where they are assigned.
  • Access the Audit Management Service (AMS) and submit forms.


There may be one or more Audit Contacts.
Can submit forms in the audit management system for an audit process once assigned to the relevant audit team.

This role can nominate other AuCos, but only for the team they are currently assigned to.

The AuCo is nominated by the primary audit contact of their organisation.