Transcript NEF Negotiating Tool

NEF
Front Office
Negotiation forms
WORKFLOW
Experts
coordinator
Proposals submission
Proposals evaluation
& ranking
ESS
EPSS
Clean Sky
Decision
to retain proposal
C.S. Negotiator
coordinator
Negotiate terms
of the proposal
Negotiate terms
of the proposal
NEF
NEF
PIC
Grant Agreement
BackOffice
FrontOffice
Project
PIC
LEAR
Register Organisation
Data & receive PIC
CVT
Validation of
Organisation’s Data
by C.S.
URF
PDM
External Internal
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General Workflow
Submission
Evaluation
Project life cycle
Negotiation
Contracting
ESS
Participant portal
Participant portal
NEF
SESAM
Financing
Participant portal
EPSS
scientific
FORCE
PCM
PIC info
Participant portal
URF
PDM
Internal module External module
external & internal interacting module
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FP6/FP7
IT HELP DESK
E-mail address:
[email protected]
Phone number:
+32 2 29 87288
AGENDA
-General Workflow
-NEF – General workflow
-NEF - Front Office:
* Access NEF Front Office
* check and complete the needed data:
- Administrative & legal
- Scientific
- financial
* submit the updated data to the C.S. Officer
-Q & A
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NEF
N E F:
Negotiation forms
module
The negotiation process allows the exchange of information between CS
Officers and the external Coordinator of the Project.
NEF (Negotiation Forms) is the Web application
that has to be used to collect information and
to complete the GPF (Grant Agreement Preparation form) file.
The Coordinator inserts administrative & financial info - defines the
structural Part B & uploads the Narrative D.O.W. in the GPF using NEF.
NEF : BACK OFFICE
(module used inside by Clean Sky Officers)
NEF : FRONT OFFICE (module used by the external Coordinator & participants)
NEF workflow
CS User
Coordinator
NEF
Back Office
creates a new
Negotiation session
PARTICIPANT
PORTAL
mail sent to Coordinator:
link to Participant Portal
NEF
Front Office
marks the session
as verified
Coordinator Completes data
& submits it to C.S.
IF negotiation
NOT complete
IF negotiation complete
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NEF
C.S. Officer opens a negotiation for
a project and creates a first
Negotiation session
MAIL SENT TO
COORDINATOR
E-MAIL
Mail sent automatically to Coordinator
and in copy to the Scientific/ Project Officer containing
the link to NEF front office through the participant
portal(1) & information for the Annex 1
NEF
Upper part
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E-MAIL
NEF
Mail sent automatically to Coordinator
and in copy to the Scientific/ Project Officer containing
the link to NEF front office through the participant portal(1) &
information for the Annex 1
downer part
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NEF
The Coordinator accesses
NEF Front Office
To complete the Grant Agreement ’s
Part A & Part B
Coordinator
Access NEF Front Office through the participant portal
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project main page for coordinator & participants
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Pdf Preview : Part A
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Pdf Preview: Part B
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Pdf Preview: Narrative D.O.W. uploaded
If the pdf final version of narrative
D.O.W. is uploaded, it will appear after
the structural part of the defined Work
packages & deliverables.
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Project : P.P. Contact Person
The email address used here has to be the exact
same one as the one used by the coordinator
contact person to register in the Participant portal in
order to allow to the coordinator to access NEF front
office during a normal session.
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NEF
NEF Front Office
Administrative & Legal
Coordinator
Project: General information
NEF
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Project : Reporting Periods
NEF
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Front Office: View project Main page –
participants’ list
NEF
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View project Main page – participants status: PIC
NEF
When is the synchronisation between PDM & NEF done?
- Every night.
- Through the initial version in NEF if there are no open
Sessions
- Through the last opened session verified or not.
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PDM Status
Overview of the legal validation status (coming from PDM) for all the participants of the project.
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Add a New Participant (1)
NEF
Only organisations
with a Valid PIC number
can be added
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Add a New Participant (2)
NEF
(1)
OR
(2)
Notice:
You must know an organisation’s PIC to add it to the
negotiation's participants.
The PIC status must be « validated »
Organisations without a PIC have to register in URF
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Add a New Participant (3):
re-ordering
NEF
To reorder participants and place the
newly added participant on its good
line, use the up & down arrows.
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Participant’s screens
NEF
The participants’ requested information is
about the same as for the coordinator,
except for the bank account, that is
requested only for the coordinator.
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Participant’s Options :
Legal data (validated by CVT in PDM)
NEF
All the organisation’s Legal Data
shown in NEF is in Read Only.
The only changeable fields are the
« short name » and
the « Type of Participant »
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Participant’s Options:
Organisation status
NEF
Organisation's
status is in
READ ONLY
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Participant’s Options:
Authorised representative
NEF
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Participant’s Options:
Contact persons
NEF
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NEF
NEF Front Office
Scientific
Coordinator
Project : Work packages
NEF
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Project : Work packages
NEF
Upper part
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Project : Work packages
NEF
downer part
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Project : Work packages
NEF
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Project : Work packages:
add participant / person-Months
NEF
(2)
(1)
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Project : Work packages:
Add Deliverable
NEF
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Project : Work packages:
Add milestone
NEF
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Project : Work packages:
SAVE
NEF
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Project : Work packages:
Upload narrative DOW
NEF
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Project : Work packages:
Upload narrative DOW
NEF
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Project : Work packages:
filled in
NEF
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NEF
NEF Front Office
Financial
Coordinator
Project : Budget Overview
NEF
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LFV – Legal & Financial Validation Check
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Participant’s Options: Financial Information
NEF
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Participant’s Options : Eligible Costs
NEF
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Coordinator’s Options :Bank account
NEF
All the bank account
fields are mandatory
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NEF
Coordinator accesses NEF,
completes the GPF file and
submits it to the C.S. officer
(data becomes read-only in front office)
Coordinator
Coordinator submits the data / Completion Status
Note: Completion status should be ‘Finalized’ for all the
Participants in order to submit the data.
As long as there is still a red cross beside a Participant, it
is impossible to finalize its status.
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Coordinator submits the data to Clean Sky
« X » marks the missing data
Note: all
should disappear in order to submit the data to the E.C..
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Coordinator submits the data

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A mail is sent automatically to the C.S. Officer
Note:
When the coordinator submits data for a session an email is
automatically sent to the CS officer inviting him/her to reach
the Back office and verify the data.
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NEF
IF all the data is OK,
CS Officer closes
the Negotiation
for the Proposal
CS User
IF DATA NOT OK,
CS Officer marks session as verified
and creates a new negotiation session
new mail to the coordinator
End of Presentation
NEF
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