How to add, revoke and edit roles.

  How to assign the PLSIGN/PFSIGN role

  Special Roles per Programme/Action

The purpose of this page is to describe the Identity and Access Management (IAM) hierarchy.

Personalised Services

The Funding & Tenders Portal 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

Identity and Access Management (IAM) Hierarchy

The IAM hierarchy is as follows:

Nomenclature

Important Remarks

• Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission. 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 transfe3rred 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
  • LEAR per organisation
  • Legal Signatory per organisation
  • Financial Signatory per organisation

Minimum Configuration

Access Rights

Project 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.

See Special roles for information about roles not mentioned here.

Primary Coordinator Contact/Coordinator Contact

Can:

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

Financial Signatory

Can:

• Read own forms
• Write 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

Team Member

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:  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

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)

For the nomination here, please read here.

1. 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.
   

2. 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.

Audit Roles (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 carried out the audit tasks in the Audit Management System (AMS), but a PAuCo cannot access the audit unless the AuCo role is additionally added to the person.

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 teams in the organisation to assign the audits and the audit contacts to them (in the Funding & Tenders Portal, go to My Organisations > Actions > View Roles, click the Roles tab)
• 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

The Audit Contacts (AuCo) assigned this role performs the audit tasks in the Audit Management System (AMS).

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.

Besides that, they can also nominate/revoke other AuCos but only to the teams they are currently assigned to. 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 be able to work in audits Y and Z, but they cannot access any other audits not assigned to team A, neither can they 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 Coordinator 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

Participant Contacts

Task Managers

Team Members

LEAR - Legal Entity Appointed Representative

 Note:  you can find information on how a LEAR is appointed here.

Account Administrator

PLSIGN - Legal Signatory assigned to a project

Legal Signatory

PFSIGN - Project Financial Signatories 

Financial Signatory

AUDITS

Primary Audit Contact

Audit Contact

Roles: Summary

Project Roles

Organisation Roles