European Commission It-How-To Manual

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Latest releases
Grant Management Services earlier releases







GAP Ethics

  • SyGMa now supports the display of specific lists of "Ethics Issues" and "Categories" according to Programme specificities (when different from the main reference). Thus, for AMIF, ISFP, ISFB and JUST-DRUGS, the Ethics Sygma screen displays only the ethics categories and issues pertinent to the Programme.



General 

  • Whenever the LEAR is included in any system sent communications (i.e. email, Participant Notification System (PNS) communications, Formal Notifications), then the Account Administrator will also receive a copy of such communication.
  • The Participant Notification System (PNS) messages for all business processes have been revised. For more information, please click here. 

Proposal Management and Grant Preparation

  • In the case of unsigned accession forms and linked third parties pending to be validated a Participant Notification message (PNS) - Reminder to sign the accession form for Grant Agreement - is sent to both the Coordinator (CoCo) and the Project Legal Signatory (PLSIGN).




Grant Agreement Preparation - next MFF

  • For ERASMUS programme: the new type of action Erasmus-OG (Operating grants) is now supported.

Reporting and payments

  • The "Financial Support to 3rd parties" questionnaire is available now. It allows participants to enter sub-calls and awarded beneficiaries. For H2020 projects, the questionnaire is available when Article 15.1 or Article 15.2 is selected in the Grant Agreement. For non-H2020 projects, the questionnaire is always available. 

  • The Financial Statement displays now the information on the bank account of the coordinator. 




Amendment - Consortium requested

  • The Coordinator is now informed via a Participant Notification System (PNS) message that the Project Officer has rejected the amendment. More information on how to launch an amendment, here.

Formal notifications

  • A new acknowledgement policy for formal notifications has been implemented. All formal notifications sent by the EU (grant management and audits) now have a new acknowledgement of receipt policy. Recipients of the formal notification and the users that have access to the corresponding process document library in the Funding & Tenders Portal, will either have to acknowledge receipt or not, depending:
    • When it concerns a purely informative notification, where no reaction is needed from the recipients for the EU to proceed in its process, there is no acknowledgement of receipt needed. This means that the first of the recipients ('To:') opening the formal notification does not have to perform an EU Login first. The non-recipients that have access to the corresponding process document library ('Cc:') can also immediately download without a need for acknowledgement by a recipient first, in other words there is no embargo period. The formal notification also never becomes 'expired' in the Funding & Tenders Portal.
    • For notifications that require response from the recipients for the EU to proceed in its process however, there will be acknowledgement of receipt and an embargo period. This means that the first of the recipients ('To:') opening the formal notification needs to perform an EU Login first, before the download can take place. The non-recipients that have access to the corresponding process document library ('Cc:') can download and view the document only after acknowledgement or expiry, whichever comes first. After the embargo period, the formal notification becomes 'expired' in the Funding & Tenders Portal. After the embargo period, the formal notification becomes 'expired' in the Funding & Tenders Portal. The embargo period lasts 11 days for grant management processes and 15 days for audit processes. For more information about formal notifications for grant management, click here, and for audits, click here. 




Security scrutiny 

  • Only for H2020-SU-AI-2020, H2020-SU-SEC-2020, H2020-SU-DS-2020, H2020-SU-INFRA-2020: after the invitation, each time an Security appraisal report is uploaded, the coordinator receives a Formal Notification (PNS) that the report is available on the Funding & Tenders Portal. For more information, click here. 

Project Monitoring for EIC 

  • The Project Monitoring Process for the consortium and for the experts is now available for European Innovation Council (EIC) accelerator projects, managing the progress meeting. For each completed action in this process, a PNS will be sent to inform both the Expert and the Coordinator in this sense. To know more about the project monitoring process for the consortium and for the experts please click here. 



Security scrutiny

  • A SyGMa Security module is made available, in a pilot phase, to 4 H2020 call topics (H2020-SU-AI-2020, H2020-SU-SEC-2020, H2020-SU-DS-2020, H2020-SU-INFRA-2020) for the implementation of security recommendations in the grant agreement. For more information, please click here.  

Amendments

  • For particular H2020 types of action, which, according to call conditions, use the new unit cost for virtual access to research infrastructures: the amendments are now supported. More information about the available types for consortium requested amendment can be found here, and about the available types for EU services initiated amendments, here.  

Reporting and Payments 

  • Similarly to the access to trans-national infrastructure, it is now possible to report on access to virtual infrastructure with access cost method of type 'unit cost (uc) or combined costs (cb)':
    • Details of the virtual accesses are entered by the consortium on the 'Infrastructures' questionnaire (continuous reporting)
    • Unit costs are reported in the Financial Statement (periodic reporting)
  • For EICA (EIC Accelerator) the Technical Report Part B (document with the narrative part B to upload) is not available for the Interim Report (only Summary for publication, Deliverables, Milestones, Critical Risks, statement on the use of the previous pre-financing payment (Annex 8) and the questionnaires. 
  • For MSCA-ITN: if the recruitment start date starts before the start date of the hosting organisation, Lock for Review will no longer be possible. 

Continuous Reporting 

  • Similarly to the access to trans-national infrastructure, it is now possible to report on access to virtual infrastructure with access cost method of type 'unit cost (uc) or combined costs (cb)':
    • Details of the virtual accesses are entered by the consortium on the 'Infrastructures' questionnaire (continuous reporting)
    • Unit costs are reported in the Financial Statement (periodic reporting)

Beneficiary Termination Reporting

  • For MSCA-ITN: if the recruitment start date starts before the start date of the hosting organisation, Lock for Review will no longer be possible. 


Proposal Management and Grant Preparation

  • For all ToA: providing an information on Climate for a project is mandatory if one or more consumed budget sources in the CL2 require climate related posting criteria. 
  • Depending on call conditions, for some H2020 calls, it is now possible to use the new unit cost for virtual access on research infrastructures.

Amendments 

  • For the types of action in which no initial pre-financing foreseen in the Grant Agreement: the pre-financing can be introduced later through an amendment. For more information about how to use the amendment clause that allows a change in the pre-financing (AT38), please click here.  

Reporting and payments

  • For SRSP-AG (non-H2020): periodic reporting is now available. More on periodic reporting (general process), more on the Technical Part, the available tabs and the Financial Statement (standard).  
  • For MSCA-RISE: lock for review will no longer be possible if the secondment start date starts before the start date of the sending and hosting organisation. 
  • For MSCA-ITN: lock for review will no longer be possible if the secondment start date starts before the start date of the sending organisation. 
  • For all ToA: The 'Upload' button for the EU Classified Information (EUCI) deliverables has been disabled so that no EUCI deliverables can be uploaded. 
    EUCI deliverables are deliverables with the following dissemination level: 
    • EU_RES: Classified Information: RESTREINT UE (Commission Decision 2015/444/EC)
    • EU_CON: Classified Information: CONFIDENTIEL UE (Commission Decision 2015/444/EC)
    • EU_SEC: Classified Information:  SECRET UE (Commission Decision 2015/444/EC)
      • In the continuous report: The 'Upload' button for EUCI deliverables has been disabled so that no EUCI deliverables can be uploaded. For pending deliverables, the 'delete, 'download' and 'submit' actions are not possible but instead, a new action "submit without upload" is available: a dummy pdf file is uploaded and a mandatory comment will be required. The status of the deliverable becomes 'Submitted' and the workflow can continue like for the other deliverables.
      • In the periodic report and in PPGMS: For EUCI deliverables: a dummy pdf file is downloaded when downloading the deliverable. 


Consortium requested amendments

The consortium requested amendment process has been revised to foresee a ping-pong between the consortium and the Project Officer, with a mandatory review of the amendment request by the Project Officer before the signature and submission by the consortium. This will allow the Project Officer to provide assistance, give advice and make all necessary changes. More information. 



Proposal Management and Grant Preparation

  • For IA/RIA/Shift2Rail(S2R)/MSCA-Lump Sum projects: there will now be a warning in case that, for a work package, the effort is not indicated for the planned activity of a partner with a lump sum share assigned: 

 

Amendments 

  • In case of a Universal takeover, the history of all the active periods of the returning beneficiaries is now stored in the latest version of the project data. Moreover:
    • on the Beneficiaries screen - the returning beneficiaries are marked as "returning":

  • on the Legal information screen:
    • the last active period of the returning beneficiary is displayed next to the Start date: 

    • a Returning participant hyperlink is added: when accessed, the hyperlink opens a pop-up window which displays the dates when the beneficiary has been active in the project:

To know more about how to prepare an amendment, click here. 

  • For IA/RIA/Shift2Rail(S2R)/MSCA-Lump Sum projects: there will now be a warning in case that, for a work package, the effort is not indicated for the planned activity of a partner with a lump sum share assigned. 

Reporting and payments

  • For ERC-POC-LS: periodic reporting is now supported. 
  • For EIC/SME-2b: periodic reporting is now supported. For more information about the reporting process, please click here. 
  • For SRSP-AG (Structural Reform Support Programme): continuous reporting is now supported. For more information about the available tabs, please click here. 
  • For CSA-LSP: continuous and periodic reporting is now supported. For more information about the periodic reporting process, please click here. For more information about which tabs are available for the technical part, please click here. For more information about the available tabs for continuous reporting, please click here.


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