European Commission It-How-To Manual

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Organisation Roles

  1. Go to the Funding and Tenders Portal My Area – My Organisations and click on the button Actions button close to the organisation. Select View Roles in the list of actions.

    View Roles displays if the organisation has been already validated, if it was not validated yet, the option in the Action menu will be Manage Roles.

     

  2. The Roles for the Organisation screen appears displaying the existing roles.

     

  3. Click the Edit Organisation Roles button. In the new window, you can edit (1), revoke (2) or add new roles (3).


  4. The pencil icon (EDIT) is used to provide comments about the role. For example, that a certain FSIGN should be appointed as the Project Financial Signatory (PFSIGN) only for certain types of projects.

  5. Click the ADD ROLES button to add a role. The Add Role screen appears. Select a role to be added from the drop-down menu, then add the details for person to be appointed to the role.


  6. To revoke a role, click the bin icon close to the relevant role in the Roles for the Organisation screen. In the second screen, click OK to confirm.



Project Roles

  1. Go to the Funding & Tenders Portal My Area – My Projects and click on the Actions button. Select Manage Consortium from the list of actions.
     
  2. The Project Consortium screen appears.



  3. Click the EDIT ROLES button next to the appropriate project contact organisation. The Roles for that organisation within the Project appear listed in a new screen.You can add (1) or revoke (2) roles of your organisation. As a coordinator contact also the option to grant or remove read access to the LEAR of the organisation displays (3, click here for further details).



  4. Click the ADD ROLES button to add a role. The Add Role screen appears. Select a role to be added from the drop-down menu, then add the details for person to be appointed to the role.



  5. To revoke a role, click the bin icon next to the contact to be removed, then click the OK in the following screen to confirm.

PLSIGN/PFSIGN

The Lear needs to set up a LSIGN/FSIGN to the organisation first. Once that this is done, you follow the instructions above to add roles to a project, but when selecting this kind of role, the appointed LSIGNs/FSIGNs for the organisation will be listed, and you set one for the project by clicking on the radio button and confirming the selection via the OK Button. 

If not such a role was appointed first for the organisation, you will not have available people on the project level, so it needs to be assigned on organisation level first.

Check also this FAQ specifically for PLSIGN/PFSIGN assignment.

Audit Roles

There are two types of roles for Audits:

  • Those which grant access to the AMS in order to carry out the audit tasks. These are the audit contact for the audited organisations, and external auditor, team member or external audit firm local auditor roles. These roles have to be granted at the same time that you assign the nominees to a team working in the audit.
  • Those which manage all administrative part in portal, and not in the audit. For instance, those which manage the teams (creation, assignment of audits to the team, etc) as well as being in charge of the nomination of the rest of audit roles for the organisation. These are primary audit contact for audited organisations and primary external auditor / external auditor administrator for audit firms. This roles are not assigned to a team, because they are granted at organisation level, instead of at audit level.

For specific information regarding the audit roles for external audit firms, see AUDIT Firm Roles

For Audited organisations, the LEAR will be assigned the primary audit contact role. This role can manage the team. If this is your first audit, a "Default" team has been created for you.

Access your organisation under My organisations / Actions / View Roles, and click on the Teams tab.

Under Actions, you have the option to rename the team or to add the roles directly from here.

Use the Add a new team to create a new team. Use the arrow on the right to display the current members of a team.

To add new audit contacts to a team, you can do any of these two actions:

  • Select Actions/add role for one of the teams. The role will be added to that specific team, you cannot change the team and the only available role is audit contact when following this method.

  • Go to the Roles tab ( My organisations / Actions / View Roles), click on Edit Organisation Roles and then on Add roles. You are able to assign both other primary audit contact or audit contact roles in this way. For the latter type of role, you need to specify the team when assigning the role, which in this case, you will select from the drop-down list. If you also want to add a new team, you can create it from this same screen via +Add New Team.

Once the roles are assigned, you need to assign the audit to the team. Go to My Audits. If the audits are currently assigned to a team, you will see it in the corresponding column. For all unassigned ones, select them and assign them by picking up one team from the drop-down and clicking on Assign a team to the selected audits. You can assign several audits at the same time, to one team at a time.





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