Organisation Roles
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.
The Roles for the Organisation screen appears displaying the existing roles.
Click the Edit Organisation Roles button. In the new window, you can edit (1), revoke (2) or add new roles (3).
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. The comment is visible when assigning the PFIGN/LSIGN to a project (see PLSIGN/PFSIGN below).
- 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.
- 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
- Go to the Funding & Tenders Portal My Area – My Projects and click on the Actions button. Select Manage Consortium from the list of actions.
- The Project Consortium screen appears.
- 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).
- 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 d etails for person to be appointed to the role .
- 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. Note that when you saved a comment for the lsign/fsign, it will display after the email address.
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.
LEARs and PLSIGN/PFSIGN
A prerisiquite to assign a PLSIGN/PFSIGN is to allocate the LSIGN/FSIGN role in the organisation first. This action is to be done by a LEAR or Accound Administrator of the organisation.
However, when assigning a PLSIGN/PFSIGN, LEARs and Account Administrators do not necessarily have the access to do it. This action is normally done by the Participant Contact (PaCo) of the organisation within the consortium.
LEARs and Account Administrators may, however, request to be granted the PaCo role for the organisation within that project. In this scenario, a LEAR/Account Administrator would be able to assign the PLSIGN/PFSIGN. See Access to Projects and Proposals for LEARs or Acount Administrators for information on how the LEAR/Account Administrator requests this active role in the project.
Audit Roles
Prerequisite
Audit Roles can be only managed when your organisation has ongoing or past audits. If it is not the case, you will not able to assign the audit roles, you will not see them in the list of roles when adding a new role.
There are two types of roles for Audits:
- Organisation level roles, which manage all administrative parts in portal. For instance, they manage the audit teams (creation, assignment of audits to the team, etc) as well as being in charge of nominating other audit roles for the organisation.
Namely:
- the primary audit contact for audited organisations and
- the primary external auditor and external auditor administrator for audit firms.
These roles are not assigned to an audit team, because they are granted at organisation level, instead of at audit level.
- Audit level roles, which grant access to the AMS (Audit Management System) in order to carry out the audit tasks. Persons granted these roles have to be assigned to the respective audit team in order to have access to the audit.
Namely:
- the assigned audit contact for the audited organisations and
- the external auditor, external audit team member, and the external audit firm local auditor for audit firms.
For specific information regarding the audit roles for external audit firms, see AUDIT Firm Roles
For Audited organisations, the LEAR will be assigned the first primary audit contact role. This role can manage the audit team, and may assign other audit roles for their organisation. If this is your first audit, a "Default" team has been created for you.
The Primary Audit Contact accesses their organisation roles under My organisations / Actions / View Roles, and clicks on the Teams tab.
Rename the team or add roles to an audit team by selecting Actions.
Use Add a new team to create a new team.
To display the current members of a team click on the arrow on the right.
To add new audit contacts to a team, the Primary Audit Contact can do either of the following actions:
- Go to the Teams tab ( My organisations / Actions / View Roles), select Actions/add role for one of the teams. The audit contact role will be granted for that specific team.
- Go to the Roles tab ( My organisations / Actions / View Roles), click on Edit Organisation Roles and then on Add roles. It is possible to assign other primary audit contacts or audit contact roles in this way. When assigning audit contacts, you will need to specify the team which you can select from the drop-down list. It is also possible from this screen to add a new team by choosing +Add New Team.
Once the roles are assigned, the Primary Audit Contact needs to assign the audit to the team by going to My Audits. If the audits are currently assigned to a team, the name will be displayed in the corresponding column. An unassigned audit can be selected and assigned to a team from the drop-down list and clicking on Assign a team to the selected audits. It is possible to select and assign several audits to one team at a time.
Additionally, Audit Contacts can nominate other Audit Contacts, but only for the teams they are members of, in either of the following ways:
- Via My organisations / Actions / View Roles : once in the Roles tab, click edit organisations roles, then click on Add Roles.
If you are assigned to more than one team, you will be able to choose the team.
If you are assigned to only one team the new Audit Contact will be automatically added to your only team.
Note that you do not have the possibility to create a new team, only the Primary Audit Contacts can do this.
- Via My organisations / Actions / View Roles: once in the Teams tab, click on Actions/Add Roles for the relevant team, and enter the details of the Audit Contact.
It is not possible to modify the team when adding a role via the Teams tab (the team is greyed out).
The Actions button for a team will only be available to anyone that is a member of that team.
