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Table of Contents:

Table of Contents: Proposal Management and Grant Preparation

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

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

Grant Agreement Data Preparation and Submission

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. 

(warning) New since 25/07/2016 (Sygma 6.0): once the grant has been signed, the "entry into force date of the grant" will also be displayed. 

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 (mandatory)

(warning) Please note that when you would like to replace the part B, you first have to delete the previous one by clicking the red cross (delete). Only then you'll have the new upload button available. 

Beneficiaries screens

The Coordinator and the Beneficiaries are automatically listed after receiving the invitation letter. 

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

(lightbulb) Please note that you can change the order of the beneficiaries by dragging and dropping

Partner Summary

The Coordinator/beneficiary Partner Summary is automatically listed after receiving the invitation letter. 

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

Financial Information 

The Coordinator/beneficiary Financial Information is automatically listed after receiving the invitation letter. 

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

Project Representatives

The possible Coordinator/beneficiary Project Representatives are automatically listed after receiving the invitation letter.  

(lightbulb) Please check all information and update, if necessary, in the roles management section of the Participant Portal. 

(lightbulb) If no Project Representatives are listed, please complete in the roles management section of the Participant Portal. 

(warning) Both Coordinators and beneficiaries should, as soon as they have been invited, nominate in the Participant Portal, their Legal Entity Appointed Representative (LEAR) and Project Legal Signatory (PLSIGN). Once this has been done, the PLSIGN who will appear in the Grant Agreement has to be selected in Sygma. Please note that all other PLSIGNs can sign the Grant Agreement.  

Bank account

The Coordinator Bank Account is not automatically listed after the submission of your proposal. 

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

(lightbulb) Enter the last four digits of the IBAN in the pop-up window that appears to select the existing bank account. If you do not have an account in our system yet, please enter the full IBAN of your account.  

(lightbulb) Click on the "Save" button.

Linked Third Parties

The Coordinator/beneficiary Linked Third Parties are not automatically listed after receiving the invitation letter. 

(lightbulb) Please add Third Parties. When the session is submitted to the EU, a validation request will be sent out automatically. 

Linked Third Parties - Financial information

The Coordinator/beneficiary Linked Third Parties Financial Information is not automatically listed after receiving the invitation letter. 

       (lightbulb) Please enter all necessary information. 

Specific Legal Information 

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. 

General Information 

The Project General Information is automatically listed after receiving the invitation letter.  

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

Reporting Periods

The Project Reporting Periods will be available. 

 (warning) New since 23/03/2017 (Sygma 7.2.1): For ISFP, AMIF, JUST-DRUGS: The default reporting option is fixed to one reporting period and no                interim payments regardless project duration. 

GA Information

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

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

GA Options

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

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

Financial Information 

The Project Financial Information is automatically listed after receiving the invitation letter. 

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

LF Overview

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

Work Packages

The Project Work Packages are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary work packages.

(lightbulb) Please note that you can change the order of the work packages by dragging and dropping

Deliverables

The Project Deliverables are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary deliverables.

(lightbulb) Please note that you can change the order of the deliverables by dragging and dropping

Milestones

The Project Milestones are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary milestones.

Reviews

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

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

Critical Risks

The Project Critical Risks are not automatically listed after receiving the invitation letter. 

(lightbulb) Complete all necessary critical risks.

Ethics Info

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

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

 (warning) New since 26/07/2016 (PPGMS 1.11): Before a final Opinion is encoded by Ethics experts in the Ethics evaluation process, at times, additional information may be requested from the applicant.  

  •  In view of this requirement, the "Additional information needed" option needs to be selected by the expert in the SEP evaluation tool. When selected, a task is created for the Consortium to upload attachments and the Consortium is notified via PNS system. The "Applicant Request for Information" document, containing additional information regarding the request, is made available to the Consortium.

  

  • The Consortium or its representative has to upload the requested information in Grant Management application in the Participant Portal. 

  

  • Both documents, "Applicant Request for Information"  and "Applicant Response for Information", will be visible under the Process specific documents.

   

  • After the document is uploaded, the Complete button needs to be pressed.

  • This process may be repeated, until the Consortium provides complete information to the Ethics experts.


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

Summary of editable screens

Please click here for more information. 

Grant Agreement Preparation termination

Please click here for more information. 



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