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IT How To


Table of contents

Process description and steps

The general concepts of the Grant Management Services system also apply to the reporting process. For a detailed description of the roles mentioned in this process, see the Roles and access rights in the Online Manual.

Step 1: All beneficiaries receive a notification and log on to the Funding & Tenders Portal

At the end of each reporting period, each beneficiary will receive a notification to complete:

  • Their contribution to the Technical Part (this is common for all beneficiaries in the project)

  • Their contribution to the Status of Work Packages (this is common for all beneficiaries in the project)

They can see the read-only Status of Work Packages and the Periodic Report composition task, which need to be completed by the Coordinator. 

To fill in the information the beneficiary must log on to the Funding & Tenders Portal and access the relevant project. 

In the right-hand side of your screen, in the process list, you will find the Periodic Reporting process.

(warning) In the corner of the process box, a link to the Periodic Reporting and Payment - Lump sums process will lead you to an overview of the periodic report consisting of both the Technical Part and the Status of Work Packages. 

 

The view of the Coordinator

Step 2: All beneficiaries complete their contribution to the Technical Part of the Periodic Report and Lock for Review their Technical Part once completed

A. Completing your contribution to the Technical Part

(info) The Participant Contact usually performs this action (also users with the roles Project Financial Signatories, Coordinator Contacts, Primary Coordinator Contacts and Task Managers can perform this action)

Click on the task Technical Part contribution to complete the requested information.  (lightbulb) Click here to find more information on how to complete your technical part of the periodic report. The principle of the technical part is that all beneficiaries contribute to it. When two beneficiaries are working on the same data, the data of the beneficiary saving first, will be saved, whilst the other beneficiary receives a notification that the data have been changed and that his data are lost.

Then click the Save button. Then close the current screen and return to the Funding & Tenders Portal. The validation button can give you an overview of errors which prevent you from saving. 

B. Locking the Technical Part for Review 

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action. 

Click the "Lock for Review" button, which will prevent further editing and generate a pdf document ((warning) This might take a few minutes: keep refreshing the page to see the pdf). 

 Confirm that you want to lock for Review.

Please refresh the page until the pdf of the Technical Part is displayed. 


C. Reviewing the Technical Part and accepting and including it for submission to the EU

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact perform this action. 

(warning) Note that also users with the roles Financial Signatories, Legal Signatories, Task Managers and Team Members can open the pdf to see the data, but that they can't unlock the data, neither accept & include the report.

Once reviewed, the Technical Part can be unlocked ("Unlock to draft") for further editing or accepted and included ("Accept & Include") in the Periodic Report (you might have to refresh the page to see the buttons appear).


Please refresh the page until the pdf of the Technical Part is displayed. 

Once the system has processed the action Accept & Include, the task Technical Part of Periodic Report review will no longer be displayed. 

The Technical Part can now be consulted in the Periodic Report composition panel. The status of the Technical Part is Included now. 

A Redo button allows you to reject the Technical Part to the beneficiaries again. 

Step 3: The Coordinator completes the Status of Work Packages and Locks & Includes them

A. Completing the Status of Work Packages

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact perform this action. 

Click the Status of Work Packages contribution task. 

Complete the Status of Completion for each Work package and click Save

At the final period, you are able to mark the status as "completed", “not completed” or "partially completed". If the work package is "partially completed", indicate a percentage of completion.

(warning) The percentage of completion corresponds to the share of activities carried out. It does not correspond to the share of objectives achieved (i.e., it is independent of a positive or negative outcome of the work).

B. Locking and Including the Status of Work Packages

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact perform this action. 

(warning) Note that also users with the roles Financial Signatories, Legal Signatories, Task Managers and Team Members can open the pdf to see the data, but that they can't unlock the data, neither lock & include the report.

Confirm that you have completed the Status of Work Packages and wish to include it in the Reporting package. 

(warning) Warning: The system will automatically generate for the Coordinator one Financial Statement for all beneficiaries and send a notification to the Coordinator announcing that the Financial Statement can be now signed. If needed, the Financial Statement can be corrected but this can be done only after the Status of Work packages is also redone! 

For the MFF 2014-2020: the system will automatically generate all Financial Statements (read-only) for all beneficiaries and send a notification to those beneficiaries notifying that they can now sign their Financial Statement.

Please refresh the page until the pdf of the Status of Work Packages is included in the Periodic Report composition. 

Once the system has processed the action Lock & Include, the task Status of Work Packages will no longer be displayed. 

The Status of Work Packages can now be consulted by clicking on "Periodic Report composition". The status of the Status of Work Packages is Included now.

As you can see the Financial Statement has been generated by the system. It is still in Draft because it hasn't been signed yet by the Coordinator's PFSIGN. 

A Redo button allows you to revert the Status of Work Packages to Draft

Step 4: The Coordinator receives a notification that the Financial Statement for all beneficiaries is ready to be signed

The Locking & Including of the Status of Work packages by the Coordinator has automatically generated the Financial Statement for all beneficiaries and sent a notification to the Coordinator that the Financial Statement is ready to be signed. 

For the MFF 2014-2020: after the Status of Work packages is included, the system automatically generates the Financial Statements (read-only) for all beneficiaries and sends a notification to those beneficiaries notifying that they can now sign their Financial Statement.

(info) The Participant Contact usually performs this action (also users with the roles Project Financial Signatories, Coordinator Contacts, Primary Coordinator Contacts and Task Managers can perform this action). 

A. Locking for Review the Financial Part

(info) The Participant Contact usually performs this action (also users with the roles Project Financial Signatories, Coordinator Contacts, Primary Coordinator Contacts and Task Managers can perform this action)

Confirm that you want to lock for Review. 

Please refresh the page until the pdf of the Financial Part is displayed. 

The Financial Statement can now be consulted in the Periodic Report composition panel. The status of the Financial Statement is Locked for Review now. 

B. Signing the Financial Part

(info) Only users with the role Project Financial Signatory (PFSIGN) can perform this action. 

Click on the Financial Statement task to view the Financial Statement. Unlock to Draft will send it back to the Participant Contact. Sign & Include will send it to the Coordinator. 

Click the Sign & Include button to sign and include the Financial Statement in the Periodic Report of the Coordinator.

Please confirm that the information provided is complete, reliable and true and click Ok

Please refresh the page. 

Once the system has processed the Sign action, the task Financial Statement signature and inclusion will no longer be displayed. 

The Financial Statement can now be consulted in the Periodic Report composition panel. The status of the Financial Statement is Included now. 

Step 5: The Coordinator reviews the elements of the Periodic Report & submits to the EU

The Coordinator must review those elements of the Periodic Report, which he wishes to submit to the EU.

(info) Only users with the role Coordinator Contact and Primary Coordinator Contact can perform this action. 

Click the Periodic Report composition task. 

Click on the Redo button to: 

  • unlock the Technical Part for further editing 
  • unlock the Status of Work Packages for further editing

(warning) Please note that this action will automatically remove the Financial Statement from the Periodic Report!

Once the elements of the Periodic Report are reviewed, the Periodic Report can be submitted to the EU. The Technical Part, the Status of Work Packages and the Financial Statement of the Periodic Report are submitted to the EU in one single submission.  To submit click on the button Submit to EU. 

For the MFF 2014-2020: Please note that the Periodic Report can only be submitted if all Financial Statements have been signed. 

The button will be disabled if there are validation errors. 

For the MFF 2014-2020: Once you have clicked the Submit to EU button, the system will ask you to confirm that you are aware that certain statements haven't been included and that therefore their costs will not be considered for the interim payment. 

 

Confirm that you want to submit the Periodic Report.

Please refresh the page until the pdf is displayed. 

The process goes to the status Submitted and the process box turns blue (this means the process is in the hands of the EU now). 

(warning) Please note that the documents generated after the periodic report is submitted are visible to all the members of the consortium (before being submitted, the financial documents are visible only to the concerned beneficiary and to the Coordinator).

Step 6: The EU reviews the submitted Periodic Report and accepts, requests additional information or rejects it 

The EU can accept the report and start preparing the interim payment. 

The EU can request additional information in order to accept the Periodic Report. The Coordinator will be notified via the Participant Notification System. They should read the request letter and upload the document containing the requested information. 

The EU can also ask for a revision of the Report, this means that the process described above starts again. 

Step 7: Interim Payment

A letter containing the decision regarding the interim payment is sent by the EU. The Coordinator will be notified about the sending of this letter via the Participant Notification System. 

Following the letter, the interim payment is performed, which completes this reporting process.