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 Funding & Tenders 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. 

(warning) Please note that if there are Linked Third Parties in the Consortium, the responsible Beneficiary will have a separate task for the DoH for each Linked Third Party. The Beneficiary needs to:

The Beneficiary will be informed of any modifications made to the list of Linked Third Parties as a result of an amendment or of any other impacting business process.

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. 

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 if relevant to the project (there are Unit costs in the budget of project))

(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)

Only for BBI: please indicate if a beneficiary is a Bio-based Industries Consortium (BIC) member: full or associated member . Note that once assigned and the GAP process finished, this status cannot be retroactively modified via an amendment. However, an amendment can be used to assign this status to beneficiaries which have never been indicated as BIC members.

(warning) For IMI2 JU: please indicate if a beneficiary is/is not a micro, small or medium-sized enterprise or other company with an annual turnover of EUR 500 million or less.  Note that once assigned and the GAP process finished, this status cannot be retroactively modified via an amendment. However, an amendment can be used to assign this status to beneficiaries which have never been indicated as BIC members.

Financial Information 

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

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

(warning) For the types of action for which the article "Implementation of action tasks by beneficiaries not receiving EU funding"* is applicable, a distinction is being made between:

This is Art.9 (for H2020), Art. 14 (for H2020 FPA), Art. 7 (for H2020 SGA), Art 8a (for non-H2020), Art. 13a (for non-H2020 FPA) and Art. 6a (for non-H2020 SGA)

** The beneficiaries not eligible for funding’ are beneficiaries which:

Consequently:

1.if the partner is eligible for funding but decides not to request funding, the "requesting zero funding" has to be flagged by the Partner or the Project Officer (PO) 

When the "requesting zero funding" check box is selected, a simplified Cost Breakdown table will appear allowing the editing only of the Total costs. In case the user had filled in the rest of the Cost Breakdown information, this will be wiped out, except for the Total Costs (as the Cost breakdown information is not displayed). 

2. if the partner is not eligible for funding, the "not eligible to receive funding" flag is automatically set and only the PO can authorise/revoke the granting of exceptional funding.

In both cases, the setting of the flag leads to the activation of Article 9 in the GA Options screen. In particular, this article is automatically activated for Partners not eligible for funding (typically partners from OCEF countries and International Organisations).

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 Funding & Tenders Portal. 

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

(warning) Both Coordinators and beneficiaries should, as soon as they have been invited, nominate in the Funding & Tenders 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. For more information about how to register a bank account in the Participant Register, please click here

(lightbulb) Enter the last four digits of the IBAN in the pop-up window that appears to select the existing bank 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 by following the steps described below.

Click on "Add new Third Party" to add a new linked third party:

Search for the PIC you would like to add:

Click the row with the data of the PIC: 

Add the short name and click OK:

Click Save.

The newly added linked third party is now displayed:

To further modify the Linked Third Party, you can either:

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. 

Before "only beneficiaries or third parties established in an OCEF country" (OCEF=Other Countries which get Exceptional Funding) were entitled to participate as 'not receiving EU funding'. Now, also "International Organisations (IOs) of non-EU interest" are entitled to participate as 'not receiving EU funding'.

For CSA/RIA/IA: a distinction is being made between Partners (Beneficiaries and Linked Third Parties) eligible for funding but requesting zero funding and those that are not eligible for funding. 

Specific Legal Data 

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. 

Partner Membership (for the FCH types of action only)

The Partner Membership data is editable at project level by both the Consortium and is not automatically imported from the Proposal Submission tool (SEP).

(lightbulb) Please select the relevant button to indicate if the participant is or not a member of the Industry Grouping or of the Research Grouping: 

Please note that, after the GAP process has ended, this tab can only be edited if an amendment for adding a new beneficiary is launched. 

Linked International Partner

The Linked International Partners of Coordinator/beneficiary are not automatically imported from the Proposal Submission tool (SEP).

     (lightbulb) Please enter all necessary information:

Add a new International Partner (International Partners may only come from countries not eligible for funding). An International Partner of a Beneficiary cannot appear as a Beneficiary in the same project, neither as a Linked Third Party for the same Beneficiary.

The International Partners are linked to Article 14a of the Model Grant Agreement , for which there is also a corresponding GA Option. If an International Partner is added, the GA Option "Art. 14a - International Partners" is automatically checked.

The option in Article 14a is also available to International Organisations (IOs) other than International European Interest Organisations.

Please note that "Joint Several Liability" can be edited only by EU Officers. You are also able to replace or delete an international partner.

Linked International Partner- Partner summary

Add all needed information in the Partner summary  screen: edit  Short name,  add Partner Costs (including non-EU funded)  and, if necessary, add department. 

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. 

  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.


(not visible to the users - work in progress) 

Principal Investigator (project 917168)

The Principal Investigator (PI) tab is displayed for European Research Council (ERC) grants. In these projects, the "principal investigator (PI)" is the main researcher hosted by the beneficiary (the "host institution (HI)") and s/he is named in the Grant Agreement (GA).

Principal Investigators do not become party to the GA, but are key actors of ERC actions. This leads to an asymmetrical relationship (in which the Principal Investigator is the key actor in charge of innovative research, but it is the host institution that subscribes to the financial and legal obligations under the GA — since it is the beneficiary). 

Principal Investigator for ERC

Both the Consortium  and the Project Officers can edit the data related to the Principal Investigator tab (Personal Information and Project related info sections):  


StepActionImage

1.

Make the necessary changes in the Personal Information section and click Save.
2.Make the necessary changes in the Project Related Info section and click Save .


Principal Investigator for ERC-Synergy

For ERC-Synergy grants, there can be more than one Principal Investigator.

To edit the Principal Investigator data, both the Consortium / Project Officers can edit data related to the Principal Investigator tab (Personal Information and Project related info sections):  


StepActionImage
1.

To add a Principal Investigator:

1. Click Add Principal Investigator


2. Complete the fields in the pop-up, then click Add, and then, click Save.

3. Select the relevant PI and complete the Personal information and Project related info tabs.
See above to see how to complete these screens.

2. 

To change the CoPI (Corresponding Principal Investigator):

1. Click Change CoPI


2. Select the new CoPI from the drop-down list and click Confirm.

3. Click Save.




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

For more information about the management of work packages, please click here

(warning) For IA/RIA/S2R-LS types of action: For the lump-sum pilot actions, it is not possible to indicate a lump-sum share for ‘Ethics requirements’ work package, even if you have planned activities for this work package.

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. 

Before a final Opinion is encoded by Ethics experts in the Ethics evaluation process, at times, additional information may be requested from the applicant.  


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. 



(star) 1. Proposal Management and Grant Preparation