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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 applicableYes

For some types of action, there might be an intermediate evaluation report.NoneNot applicableNot applicableYes

You have been informed about the final evaluation results.NoneNot applicableNot applicableYes

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 applicableNot applicableYes
 

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/beneficiary 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/beneficiary 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/beneficiary Linked Third Parties Financial Information is not automatically imported from the Proposal Submission tool. 

       (lightbulb) Please enter all necessary information. 


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

(lightbulb) Please add Third Parties.

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

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

The Project 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 Project Reporting Periods will be available. 

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

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

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

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

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

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

(lightbulb) Complete all necessary work packages.

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

(lightbulb) Complete all necessary deliverables.

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

(lightbulb) Complete all necessary milestones.

The Project Reviews will be available and are read-only.

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

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

(lightbulb) Complete all necessary critical risks.

The Project Ethics will be available and are read-only.

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

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

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