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Table of Contents:

Introduction

After the submission of your proposal, the European Commission will evaluate your proposal. You will be notified of each step of the proposal management and grant preparation process, starting with the notification of the evaluation results (the evaluation can take up to five months). 

These notifications will be available in Your Notifications in your area in the participant Portal, explaining how to access the Grant Management Services tool. 

Overview of the Grant Agreement Preparation process and its tasks

Process Timeline
Description
Available tasks
Viewable by
Actor
Notification
Your proposal has been submitted.NoneNot applicableNot applicable Yes
For some types of action, there might be an intermediate evaluation report.NoneNot applicable Not applicable Yes
You have been informed about the final evaluation results.NoneNot applicable Not applicable Yes
Proposals which have been positively evaluated will be invited to continue the Grant Preparation.
  1. Edit Grant Agreement data
  2. Sign Declaration of Honour

 

  Yes
Grant Agreement is ready to be signed by the Coordinator
  1. Sign Declaration of Honour (if not done yet)
  2. Sign Grant Agreement by the Coordinator
  Yes
The Grant Agreement is signed by the Coordinator and the European Commission.Sign Accession Forms by all beneficiaries (except the Coordinator)  Yes
The prefinancing payment has been made.NoneNot applicable Not applicable Yes

Start of the Grant Agreement Preparation

The Coordinator clicks on "Grant Agreement Data preparation" to edit and complete the necessary forms. 

Once the Coordinator has clicked the "Grant Agreement Data preparation" task, he can complete the necessary forms in the Grant Management Services tool, which opens with the Project Summary screen. 

Icons usedDescription
No missing information
Missing information, which is blocking: you won't be able to submit to the European Commission if the missing information isn't completed
Only for information
Warning: not blocking at this point, but might become blocking later

 

Clicking on Validate will give you an overview of all information which is missing or incomplete. 

The following annexes need to be uploaded under Documents:

  1. Annex 1 - Description Of Action (part B) (mandatory)
  2. Annex 2a - Additional information on the estimated budget of the action (optional)

The Coordinator and the Beneficiaries are automatically imported from the Proposal Submission tool. 

(lightbulb) Please check all missing information () and warnings ().

The Coordinator Partner Summary is automatically imported from the Proposal Submission tool. 

(lightbulb) Please add the department (mandatory for all beneficiaries, except for Third Parties)

The Coordinator Financial Information is automatically imported from the Proposal Submission tool. 

(lightbulb) Please check all information and update if necessary, specifically cost categories x and y. 

The Coordinator Project Representatives are automatically imported from the Identity and Access Management tool (IAM). 

(lightbulb) Please check all information and update, if necessary, in IAM. 

The Coordinator Bank Account is not automatically imported from the Proposal Submission tool. 

(lightbulb) Please select your bank account in the Grant Management Services tool. 

The Coordinator Linked Third Parties are not automatically imported from the Proposal Submission tool. 

(lightbulb) Please add Third Parties.

The beneficiary international organisation Specific Legal Data will be available and are read-only.

(lightbulb)Any missing fields will be completed by the European Commission officer. 

The General Information is automatically imported from the Proposal Submission tool.

(lightbulb) The start date needs to be completed. In case it's a specific date, a justification needs to be completed.

The Reporting Periods will be available. 

The GA Information will be available and is read-only.

(lightbulb)Any missing fields will be completed by the European Commission officer. 

The GA Options will be available and are read-only.

(lightbulb)Any missing fields will be completed by the European Commission officer. 

The Financial Information is automatically imported from the Proposal Submission tool. 

(lightbulb) Check whether the budget table is correct and whether all cost categories are present. 

The LF Overview will be available and is read-only () for everybody.

The Work Packages are not automatically imported from the Proposal Submission tool. 

(lightbulb) Complete all necessary work packages.

The Deliverables are not automatically imported from the Proposal Submission tool. 

(lightbulb) Complete all necessary deliverables.

The Milestones are not automatically imported from the Proposal Submission tool. 

(lightbulb) Complete all necessary milestones.

The Reviews will be available and are read-only.

(lightbulb)Any missing fields will be completed by the European Commission officer. 

The Critical Risks are not automatically imported from the Proposal Submission tool. 

(lightbulb) Complete all necessary critical risks.

The Ethics will be available and are read-only.

(lightbulb)Any missing fields will be completed by the European Commission officer. 

Once all forms have been completed, the Coordinator clicks the Submit to EU button. 

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