How to add, revoke and edit roles.
How to assign the PLSIGN/PFSIGN role
Special Roles per Programme/Action
PFSIGN Click here to watch a video with explanations about the electronic signature.
Click here to watch a video with explanations about the new tasks of the LEAR.
Click here for information about how to add, revoke and edit roles.
The purpose of this page is to describe the Identity and Access Management (IAM) hierarchy.
Personalised Services
Both the The Funding & Tenders Portal and the Participant Portal allow allows each user to have access to a personalised space, based on 3 main elements:
- 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 and/or organisations through IAM. One user can have as many roles as necessary.
The Purpose of IAM
- 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 Commission/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 , as of January 1 2014, is is as follows:
Nomenclature
Important Remarks
- Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission. The rest is left at the discretion of the consortium. Note: you can find information on how a LEAR is appointed here.
- One person can have several roles at the same time.
- In the case of the LEAR, the organisation appoints or substitutes the LEAR but it needs to go through a validation process with the Commission. In the case of the PCoCo, the proposal initiator of the coordinating entity is automatically transferred as Primary Coordinator Contact, and only the Commission can change it. The rest is left at the discretion of the consortium.
Note: you can find information on how a LEAR is appointed here. - One person can have several roles at the same time.
- The complexity of the consortium depends on the participants. The minimum configuration is:
- The Primary Coordinator Contact
- Participant Contact per beneficiary
- The Primary Coordinator Contact
- Participant Contact per beneficiary
- LEAR per organisation
- Legal Signatory per organisation
- Financial Signatory per organisation
Minimum Configuration
Access Rights
Project Roles
Primary Coordinator ContactRegardless 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.
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Can:
- Read / write all forms
- Write Submit all forms Submit all forms to ECto EC
- Make changes to project documents
Financial Signatory
Can:
- Read own forms
- Write own forms
- Submit own forms
- Sign and submit own financial forms
Legal Signatory
Can:
- Read own forms
- Write own forms
- Submit own forms (except financial forms)
- Sign own legal forms
Participant Contact
Can:
- Read own forms
- Write own forms
- Submit own forms to coordinator (except financial forms)
- May submit information directly to EC as laid down in the grant agreement (see Article 52)
- Make changes to project documents
Task Manager
Can:
- Read own forms
- Write own forms
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Can:
- Read own forms
Organisation Roles
Account Administrator/Legal Entity Appointed Representative
Can:
- View organisation data
- Modify organisation data
- View lists of organisation's projects, proposals and organisation roles.
- LEARs and AccADs need to request access to see the projects and proposals details of their organisation, if needed, as described here.
Note: Note: you can find information on how a LEAR is appointed here.
Legal Signatory
Can:
- View organisation data
- View lists of organisation's projects, proposals and organisation roles
The nomination process
Original Roles
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 Commission 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 Commission during the validation process of his/her organisation.
The Nomination Process
The nomination process, i.e. who can nominate the various actors, is described in the diagram below for both a project and an organisation.
How to Nominate/revoke a Role
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To grant a role, the e-mail address of the "new user" will have to be filled in; this e-mail address should be the same as the one used for the EU Login account of the "new user".
If this "new user" has no EU Login account, he/she will automatically receive an invitation to create his/her EU Login account.
Access this page for a full description on the steps to undertake.
L-Sign (Legal Signatory) and F-Sign (Financial Signatory)
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For the nomination here, please read here.
The LEAR (or Account Administrators) nominate as many LSIGNs/FSIGNs as they want. At this stage, the FSIGN cannot do anything, while the LSIGN has read-only access to the organisation's data and lists of projects, proposals & roles.
- The (Primary) Coordinator Contacts/Participant Contacts need to assign to their project as many LSIGNs/FSIGNs for their own organisation as needed. The LSIGN and FSIGN now have their own access to the tools.
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Audit Roles
Audit Contact
The LEAR is in charge of nominating the Audit Contacts (AuCo) of the organisation for which a project has been targeted for an audit.
Can:
- Nominate Audit Contact(s) via the OR button to organise the roles, next to the organisation under My area/My organisation(s) in the Participant Portal, or via the option View Roles from the the Actions drop-down list close to the organisation in the Funding & Tenders Portal.
Note: only the LEAR and the appointed Audit Contacts will see the role Audit Contact in the list of roles when granting a role, Account administrators do not see it unless they were also appointed Audit Contact
- Revoke other Audit Contact(s)
- Receive formal and informal notifications related to audits on their organisation
- Submit requested documents for the audit
- Have Team Member role (see Paudit_Contact below) within their organisation on selected projects under audit
The Audit Contact role involves an implicit role at project level, PAuCo (PAudit_Contact), which will grant read access to the specific project(s) being audited. This role is enabled/disabled by the Grants system when a project is selected for an audit and it is automatically linked to the Audit Contact role in IAM.
Audit Contacts can access their audit tasks via My organisation(s) and the AM button or via My audit(s) and the AA button, both under My Area in the Participant Portal. An AM (Audit Management) button displays close to the concerned organisation.
In the Funding & Tenders Portal, they can access it via My Organisations/Actions, and then, selecting the Audit Management option from the actions menu.
They can also access it via My Audits/Actions, and then, selecting the Access Audit option from the actions menu.
External Audit
This role is assigned by the Grants System.
Can:
- Nominate other External Auditor(s)
- Revoke other External Auditor(s) Read all data and artefacts of the audited projects
- Can access the corresponding audit process in PPAMS for the organisations to be audited in the given projects, via My Audits under My Area in the Portal
- Submit the audit documents to the EC
An external auditor access My Audits, within My Area. From there, it can launch PPAMS via the AA (Access Audit) button in Participant Portal to manage the audit of the listed organisations.
In the Funding & Tenders Portal, select also My Audits under Manage my area, click on the actions button next to the concerned organisation and select Access Audit.
List of Roles
The Primary Coordinator Contact
There can be only one Primary Coodinator Contact per project.
Is the primary point of contact between the Commission 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 his/her organisation.
Assign Financial Signatories to a project within his/her 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: In the case of a modification the Coordinating LEAR must provide the PO with the first name, last name, email address and EU Login account name of the new PCoCo
(Audited organisations)
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.
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 mew 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).
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.
List of Roles
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.
The Primary Coordinator Contact
Coordinator Contacts
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
There can be as many Coordinator Contacts as needed per projectonly one Primary Coodinator Contact per project. Is the primary point of contact between the Commission 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. Other Coordinator Contacts within their organisation; all the nominated Coordinator Contacts have similar rights. | Coordinator Contacts, Task Managers and Team Members within their his/her 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 Contacts
within his/her 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 Contacts
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
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 his/her organisation. Assign Legal and Financial Signatories to a project within his/her organisation. | The Primary Coordinator Contact or a Coordinator Contact. Another Participant Contact within their organisation. |
Task Managers
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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 Contacts
Team Members
| Rights | Can nominate/revoke | Is nominated/revoked by | ||
|---|---|---|---|---|
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 his/her organisation. Assign Legal and Financial Signatories to a project within his/her organisation. | 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)a Coordinator Contact. Participant Contacts (for other entities). |
LEAR - Legal Entity Appointed Representative
Another Participant Contact within their organisation. |
Task Managers
Note: you can find information on how a LEAR is appointed here.
| Rights | Can nominate/revoke | Is nominated/revoked by |
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There can may be only one LEAR one or more Task Manager(s) per organisation. Access the list of roles/persons representing his/her organisation in Projects and the list of projects and proposals of his/her organisation. Can request to revoke users from roles within his/her organisation e.g. by asking a Coordinator Contact or a Participant Contact to revoke a role. Is responsible for the updates of the organisation-related data, can request (online) the modification of such data, and upload supporting documents. Is responsible for nominating a pool of Legal and Financial Signatories in which Project Coordinators can choose to assign LSIGNs/FSIGNs to their project | Account Administrators and Legal and Financial Signatories within his/her organisation. | Can only be revoked or modified by the Commission. |
Account Administrator
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 Members
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
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). |
LEAR - Legal Entity Appointed Representative
Note: you can find information on how a LEAR is appointed here.
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
There may can be one or more Account Administrator(s) within an only one LEAR per organisation. Access the list of roles/persons representing his/her organisation in Projects and the list of projects and proposals of his/her organisation. Can request (online) the update of the organisation-related data. of projects and proposals of his/her organisation. Can request to revoke users from roles within his/her organisation e.g. by asking a Coordinator Contact or a Participant Contact to revoke a role. Is responsible for the updates of the organisation, -related data, can request (online) the modification of such data, and upload supporting documents. Is responsible for e.g. by asking a Coordinator Contactor a Participant Contact to revoke a role.Can help in nominating a pool of Legal and Financial Signatories in which Project Coordinators can choose to assign LSIGNs/FSIGNs to their project. | Account Administrators and Legal and Financial Signatories within his/her organisation. | The LEAR (of his/her entity). |
| Can only be revoked or modified by the Commission. |
Account Administrator
PLSIGN - Legal Signatory assigned to a project
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
There may be one or more Legal Signatory(s) assigned to a project within an organisation. One Legal Signatory can be assigned to multiple projects. Can electronically sign legal documents (and in some cases 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). |
Account Administrator(s) within an organisation. Access the list of roles/persons representing his/her organisation in Projects and the list of projects and proposals of his/her organisation. Can request (online) the update of the organisation-related data. Can request to revoke users from roles within his/her organisation, e.g. by asking a Coordinator Contactor a Participant Contact to revoke a role. Can help in nominating a pool of Legal and Financial Signatories in which Project Coordinators can choose to assign LSIGNs/FSIGNs to their project. | Financial Signatories within his/her organisation. | The LEAR (of his/her entity). |
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PLSIGN - Legal Signatory assigned to a project
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
There may be one or more Legal Signatory(s) within an organisation. Legal Signatory(s) assigned to a project within an organisation. One Legal Signatory can be assigned to multiple projects. Can electronically sign legal documents (and in some cases submit them to the coordinator). Has read and write access to his/her organisation’s formsHas read-only access to organisation's data. | N/A | The LEAR or Account Administrators (of his/her entity). |
PFSIGN - Project Financial Signatories
Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity). Participant Contacts (for other entities). |
Legal Signatory
| Rights | Can nominate/revoke | Is nominated/revoked by | Is nominated/revoked by | |
|---|---|---|---|---|
There may be one or more Legal Signatory(s) within an organisation. Has read-only access to organisation's data 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. . | N/A | The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating LEAR or Account Administrators (of his/her entity). |
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PFSIGN - Project Financial Signatories
| Rights | Can nominate/revoke | Is nominated/revoked by |
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There may be one or more Financial Signatory(s) within an organisation. 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 formsHas no right as long as not assigned to a project. | N/A | The LEAR or Account Administrators (of his/her Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity). |
Participant Contacts (for other entities). |
Financial Signatory
AUDITS
Audit Contact
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
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 LEAR or Account Administrators (of his/her entity). |
Anchor AUDIT AUDIT
AUDITS
Primary Audit Contact
| Rights | Can nominate/revoke | Is nominated/revoked by |
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There may be one or more Primary Audit Contacts. Manages other contacts and the teams for the audits of the organisation. | Primary Audit Contacts.Has limited read-only rights to project data for the projects concerned by the audit. (This role is linked to the PAudit Contact role, enabled the Grants System when a project is selected fur audit, and which grants access to artifacts of the projects being audited. The LEAR always receives the PAudit Contact role implicitly, and then can nominate other Audit Contacts.) Can submit forms in the audit management system for an audit process. Audit Contacts for their legal entity and Audit contacts for the audits of their organisation. | The LEAR of an organisation is nominated as PAudit Primary Audit Contact (PAuCo) by the Grants System. Then, as AUCO, other Audit Contacts may be nominated via the OR button under My Organisation(s) in Participant Portal. |
| 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). |
Audit Contact
| Rights | Can nominate/revoke | Is nominated/revoked by |
|---|---|---|
There may be one or more |
Audit Contacts. |
Has rights to access
Can submit forms in the audit |
Can submit audit documents to the EC.
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. |
Roles: Summary
Project Roles
Organisation Roles
Click here to view a detailed PowerPoint presentation describing the IAM process.
Table of Contents
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