IntroductionAfter 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
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The Coordinator clicks on Grant Agreement Data preparation to edit and complete the necessary forms.
Please note that if there are Affiliated Entities (Linked Third Parties) in the Consortium, the responsible Beneficiary will have a separate task for the DoH for each Affiliated Entity. The Beneficiary needs to:
The Beneficiary will be informed of any modifications made to the list of Affiliated Entities 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 used | Description |
|---|---|
| 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:
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.
The Coordinator and the Beneficiaries are automatically listed after receiving the invitation letter.
Please check all missing information (
) and warnings ().
Please note that you can change the order of the beneficiaries by dragging and dropping .
The Coordinator/beneficiary Partner Summary is automatically listed after receiving the invitation letter.
Please add the department (mandatory for all beneficiaries, except for Affiliated Entities ( 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.
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.
The Coordinator/beneficiary Financial Information is automatically listed after receiving the invitation letter.
Please check all information and update, if necessary.
The possible Coordinator/beneficiary Project Representatives are automatically listed after receiving the invitation letter.
Please check all information and update, if necessary, in the roles management section of the Funding & Tenders Portal.
If no Project Representatives are listed, please complete in the roles management section of the Funding & Tenders Portal.
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.
The Coordinator Bank Account is not automatically listed after the submission of your proposal.
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 .
Enter the last four digits of the IBAN in the pop-up window that appears to select the existing bank account.
Click on the "Save" button.
The Coordinator/beneficiary Affiliated Entities are not automatically listed after receiving the invitation letter.
Please add Affiliated Entities by following the steps described below.
Click on "Add new Affiliated Entity" to add a new affiliated entity:
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 affiliated entity is now displayed:
To further modify the Affiliated Entity, you can either:
When the session is submitted to the EU, a validation request will be sent out automatically.
The Coordinator/beneficiary Affiliated Entities (Linked Third Parties) Financial Information is not automatically listed after receiving the invitation letter.
Please enter all necessary information.
Before "only beneficiaries or affiliated entities (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 Affiliated Entities (Linked Third Parties) )eligible for funding but requesting zero funding and those that are not eligible for funding.
The Coordinator/beneficiary international organisation Specific Legal Data will be available and are read-only.
Any missing fields will be completed by the EU officer.
The Partner Membership data is editable at project level by both the Consortium and is not automatically imported from the Proposal Submission tool (SEP).
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.
The Linked International Partners of Coordinator/beneficiary are not automatically imported from the Proposal Submission tool (SEP).
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 an Affiliated Entity ( 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.
Add all needed information in the Partner summary screen: edit Short name, add Partner Costs (including non-EU funded) and, if necessary, add department.
The Project General Information is automatically listed after receiving the invitation letter.
The start date needs to be completed. In case it's a specific date, a justification needs to be completed.
More information regarding Security Constraints will be displayed in the corresponding tab if Security data is imported in SyGMa from the Security Evaluation.
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.
The Project GA Information will be available and is read-only.
Any missing fields will be completed by the EU officer.
The Project GA Options will be available and are read-only.
Any missing fields will be completed by the EU officer.
The Project Financial Information is automatically listed after receiving the invitation letter.
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 Infrastructures tab will be available for H2020 topics involving transnational/virtual access to research infrastructures to add a type of access for research infrastructures:
Please add all necessary infrastructures/installations and complete all the necessary fields for each of them.
To add an infrastructure/installation:
Please note that once the installation is saved and added to the table, several fields, among which the short name of the infrastructure, will not be editable anymore. If you need to change them, delete the installation and add a new one.
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).
Both the Consortium and the Project Officers can edit the data related to the Principal Investigator tab (Personal Information and Project related info sections):
| Step | Action | Image |
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| 1 | Make the necessary changes in the Personal Information section and click Save. |
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| 2 | Make the necessary changes in the Project Related Info section and click Save . |
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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):
| Step | Action | Image |
|---|---|---|
| 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. |
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| 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. |
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| 3. Click Save. |
The Project Work Packages are not automatically listed after receiving the invitation letter.
Complete all necessary work packages.
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 .
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.
The Project Deliverables are not automatically listed after receiving the invitation letter.
Complete all necessary deliverables.
Please note that you can change the order of the deliverables by dragging and dropping .
The Project Milestones are not automatically listed after receiving the invitation letter.
Complete all necessary milestones.
The Project Reviews will be available and are read-only.
Any missing fields will be completed by the EU officer.
The Project Critical Risks are not automatically listed after receiving the invitation letter.
Complete all necessary critical risks.
The Project Ethics will be available and are read-only.
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.
Please click here for more information.
Please click here for more information.
As a higher education institution (HEI) you may participate to a call for proposals under the Erasmus+ programme in order to obtain the Erasmus Charter for Higher Education (ECHE) certificate.
After the submission of your proposal, the European Union will evaluate it and publish their final decision in your area, in the Funding & Tenders Portal, under a new Proposal Management and Grant Preparation process, as well as in the Project Document Library.
The evaluation result can only be one of the following:
