FP7
SESAM
FORCE
Reporting Tools
Access through the Participant Portal
http://ec.europa.eu/research/participants/portal
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HELPDESK :
For Consortium  Digit eFP7 team
e-mail: ec-research-it-helpdesk@ec.europa.eu
Phone: +352 43 01 31 570
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FP7
SESAM
Electronic submission
of Reports
and Deliverables
Access through the Participant Portal
http://ec.europa.eu/research/participants/portal
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Consortium
WORKFLOW
Participant Portal
Log on on the Participant Portal
(with Ecas account – appropriate Role has been defined)
Go to the tab ‘MY PROJECTS’
For the concerned Project,
click on
(Reports and Deliverables)
Cleansky
SESAM
Coordinator and Beneficiaries fill in the Reports
and upload the Deliverables
Coordinator submits the Reports and the
Deliverables to Cleansky
The Project Officer checks
the Reports and the
Deliverables
(possibility to request a Revision)
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Access the Participant Portal
Participant Portal (FP7 Projects ONLY !!)
http://ec.europa.eu/research/participants/portal
(1)
(2)
(3)
RD : Hyperlink to
Reporting and Deliverables
Note : Phase « Active » means that the Grant Agreement has been signed
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SESAM
Reports and Deliverables
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Deliverables
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FP7 DELIVERABLES
Consortium
2 STEPS
1)
The Coordinator/Beneficiary
uploads his Deliverables
2)
The Coordinator validates and
submits them to Cleansky
A new version has to be uploaded
Cleansky
View Deliverable(s)
Accept
Ask for revision
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Deliverables
2 possibilities
1) The titles of the Deliverables have NOT been defined during the Negotiation
of the Projet while using the NEF IT module:
The Coordinator and the Beneficiaries encode the titles and upload the Deliverables.
The Coordinator validates them and submits them to Cleansky.
2) The titles of the Deliverables have been defined during the Negotiation of
the Project while using the NEF IT module (in the Work packages chapter):
The Coordinator and the Beneficiaries upload the Deliverables.
The Coordinator validates and submits them to Cleansky
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Create new Deliverable by Beneficiary
(if Titles not defined during the Negotiation in NEF)
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Encode Work Package no, Title, …
Upload the Deliverable (Browse… button)
Save
Note: the (*) are mandatory fields
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Beneficiary screen:
Result of uploading
Benef.
Coordinator validates
Benef.
(2)
(1) View
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Coordinator submits the Deliverable
to Cleansky
Benef.
Benef.
Note: temporary status
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Deliverable goes in « Submitted deliverables »
(Mail automatically sent to the Project Officer in Cleansky)
Benef.
If Deliverable accepted by Project Officer in Cleansky
 Status « Accepted »
Benef.
If Deliverable rejected by Project Officer in Cleansky
 Status « Rejected »
Note: a new version should be uploaded….
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IF the Titles of the Deliverables have been defined during the
Negotiation (NEF IT module on the Participant Portal)
then they will appear under the ‘Expected Deliverables’
(when the Grant Agreement is signed)
NEF
SESAM
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Reports
Publications, Patents,
Dissemination
Activities and
Exploitable
Foregrounds
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FP7 REPORTS
Consortium
2 STEPS
Cleansky
- Display Report
1)
The Coordinator and the
Beneficiaries create, save,
modify, complete the Reports
- Download Attachment
2)
The Coordinator submits the
Reports to Cleansky
- If needed :
Report(s) can be modified again
Ask for a revision
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Periodic Report
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Periodic Report
During the course of the project
1.
DECLARATION BY THE SCIENTIFIC REPRESENTATIVE OF THE PROJECT’S
COORDINATOR
2.
PUBLISHABLE SUMMARY
3.
CORE OF THE REPORT
3.1 PROJECT OBJECTIVES FOR THE PERIOD
3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD
3.3 PROJECT MANAGEMENT
4.
DELIVERABLES AND MILESTONES TABLES
Note: To be submitted within 60 days at the end of each Reporting Period (including the last Reporting Period)
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Select the Report
type and the Reporting Period
and click Create New Report
(1)
(2)
(3)
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Periodic Report (1)
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Periodic Report (2)
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Periodic Report (3)
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Periodic Report (4)
Mandatory !!!!
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Periodic Report (5)
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Periodic Report (6)
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Periodic Report not
submitted goes in
« Intermediate Reports »
Click on hyperlink to modify, submit ….
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Attachments
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Report cannot be submitted if
mandatory fields are not filled
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Submit Report to Cleansky
A automatic email is sent to the Project Officer in Cleansky
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Publications
Patents
Dissemination Activities
Exploitable Foregrounds
Note: The Publications, Patents, Dissemination Activities
and Exploitable Foregrounds List appear in the Final Report
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Publications List (1)
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Publications List (2)
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Patents
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Dissemination Activities
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Foregrounds List
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Final Report
Final Report (Distribution of the financial
contribution Report)
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Final Report
1.
FINAL PUBLISHABLE SUMMARY REPORT
2.
DISSEMINATION AND USE OF FOREGROUND
2.1. Dissemination activities
2.2. Publications peer reviewed
2.3. Use of foregrounds: Exploitable foreground and plans for exploitation
3.
REPORT ON SOCIETAL IMPLICATIONS
Note: To be submitted within 60 days after the end of the project
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Create Final Report
(1)
(2)
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Final Report (1)
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Final Report (2)
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Final Report (3)
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Final Report (4)
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Final Report (5)
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Create Final Report
Financial Contribution Distribution
(1)
(2)
Note: Within 30 days after receipt of the final payment of the EU financial contribution
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Final Report EU Financial Contribution Distribution
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FP7
FORCE
Electronic submission
of
Form Cs
Access through the Participant Portal
http://ec.europa.eu/research/participants/portal
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FORCE
• Web based tool to edit and submit Forms C
• Force : FORM C EDITOR
Key services offered by FORCE
• The preparation of FP-7 FORM Cs with updated and correct
contract information of each Beneficiary in the Project
• Printing of Forms C
• Electronic submission of FORM Cs to Cleansky (signed
paper version to be sent afterwards)
• Correction of Form Cs after revision asked by Cleansky
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Access :
through the Participant Portal
http://ec.europa.eu/research/participants/portal
FR : Hyperlink to Financial
Reporting (FORCE)
Note : Phase « Active » means that the Grant Agreement has been signed
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Consortium
WORKFLOW
Participant Portal
Log on on the Participant Portal
(with Ecas account – appropriate Role has been defined)
Go to the tab ‘MY PROJECTS’
For the concerned Project click the button
Cleansky
FORCE
Coordinator and Beneficiaries fill in Form Cs
Coordinator submits all Form Cs to Cleansky
The Project Officer checks
the Form Cs (possibility to
request a revision)
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FORCE (Form C Editor): Workflow
Selects the Reporting period
Fills in the Form C and saves it
Submits the Form C to the
coordinator
The coordinator can reject
a Form C
OR
Submits the Form Cs to
Cleansky if everything Ok
Cleansky can request a
revision of a Form C
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Form Cs : Edit Rights
• Beneficiary:
– Each Beneficiary has edit/view rights for his own Form C
• Coordinator
– Coordinator has view rights for all Form Cs
– Coordinator can be granted edit rights for all Form Cs
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Add Form C
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Coordinator screen
Add Form C
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Beneficiary screen
Add Form C
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FORM C (upper part) (1)
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Fill in FORM C (lower part) (2)
Declaration of Eligible costs
Data to be filled
Mandatory fields
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NEW
STYLE
FORM C
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Fill in FORM C (1)
NEW STYLE
In new-style Form C user clicks on a cell
and adds inside a pop-up window, one or
more detail lines for:
• Cost
• Explanation
• Work Package
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Fill in FORM C (2)
NEW STYLE
Cost is a mandatory field
+ Add a
new line
Total is calculated
automatically
User can split total costs in
sub-costs defining different
description and work
package for each cell
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Fill in FORM C (3)
NEW STYLE
+ Add a
new line
X Remove
a line
If only one row
exists/remains
then the “X”
icon becomes
disabled
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Fill in FORM C (4)
NEW STYLE
Upon clicking
on “Done”
sum of detail
lines is copied
back to
corresponding
field of Form C
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Fill in FORM C (5)
NEW STYLE
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OLD
STYLE
FORM C
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Fill in FORM C
OLD STYLE
In old Form C user writes the amount of
costs directly in editable cells of cost
matrix
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Edit Form Cs: after saving, the draft Form C
remains editable (1) and can still be deleted
To edit, click on
the hyperlink
of the Legal name
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Submit Form C
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Submit Form C
• Beneficiary:
– Each Beneficiary can submit his own Form C to the
Coordinator
– A Beneficiary can not submit directly to Cleansky
• Coordinator
– Coordinator submits his own Form C to himself
– Only Coordinator can submit Form Cs to Cleansky
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Submit Form C: Beneficiary goes to the
lower part of the Form C 
Button SUBMIT to Coordinator
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If needed, the Coordinator can reject
the Form C back to the Beneficiary (1)
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In the Form C click on the “Reject“ button (2)
Bottom of the screen
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Reject Form C: rejected Form C will appear as “Draft”
and can be corrected and resubmitted (3)
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Submit Form Cs to Cleansky :
Coordinator selects Form Cs to be submitted (1)
(1)
Legal Names
Short
Names
(2)
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Submit Form Cs: Coordinator obtains overview of Form Cs
ready for submission and confirms (2)
Short
Names
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Submit Form Cs: Coordinator confirms in case Form Cs
of all Beneficiaries were not submitted (3)
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Submit Form Cs: Coordinator receives OK message (4)
Note: The Project Officer in Cleansky will receive an automatic email
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Submission History (1)
Coordinator can view
different submissions any time
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Submission History (2)
Coordinator can view
different submissions any time
Legal names
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Third Party Form C
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Form C for Third Parties (1)
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Third Party Form C (2)
“Draft” status
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Adjustment Form C
IF Requested by CLEANSY
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Adjustment Form Cs (1)
Legal names
Adjustment Form C
Note: an Adjustment Form C can be filled to modify the data of a previous Period
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Adjustment Form Cs (2)
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Adjustment Form Cs (3)
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Cleansky can ask for a revision
Revise Form C
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Revise a Form C: Edit and Resubmit
Indicates
that Cleansky asked to review Forms C
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Print Form Cs
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Print Form Cs
• Possibilities to print separately:
– each individual Form C / with use of resources
– Summary Form C, taking into account all
submission for the concerned Reporting Period
– all forms C in one go (combined with Summary
Form C)
• Draft watermark only disappears after
successful submission by coordinator to
Cleansky
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Print Form Cs (1)
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Print Form Cs (2)
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Print the Details of Form C (1)
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Print the Details of Form C (2)
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Print the Details of Form C (3)
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Print Form Cs (4)
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