INDIVIDUAL FELLOWSHIPS 2014 - SYGMA
The SyGMa tool seems quite simple for individual fellowships (no work packages,
milestones…). Most of you have already used NEF (negotiation IT tool for FP7) so you
may remember its use for contact details, bank accounts and start date options for
example.
(*please note that it is the host institution which completes the SyGMa
session; even though the fellow researchers have access to the system)
The new tool looks like this:
When a green "V" appears on the TAB header, it means the
information within is valid. This means that no mandatory info is
missing and that the info follows the basic rules (e.g. maximum 1
Reporting Period). This does not necessarily mean that the
information is correct!
A yellow "!" indicates a warning. It is not blocking on an IT point
of view (meaning the GA can be submitted) but may require to be
solved later on.
A red "X" signals a blocking issue which prevents the GA from being
submitted.
A blue "i" informs that the data in this TAB has been uploaded
automatically (mainly from SEP).
FREQUENT ISSUES:

There is no need for the host to upload the Part B (Annex I) . If you have
already uploaded it, it is OK. This is a “warning” generated everywhere in
SyGMa. However, you can submit the Grant Agreement data without this (it
is not a blocking warning).
In theory, all Part B will be uploaded automatically (i.e. initial proposal) later
on (probably when the SyGMa session is in our side…)

There is no need for the host to indicate the Commission/Agency
representative. This is another “warning” generated everywhere in SyGMa. Of
course, you can submit the Grant Agreement data without this (it is not
blocking).

Start date options
a) I would personally suggest avoiding the option "first day of the month
following the signature of the Grant Agreement". This is the first time we use
this system for such a large amount of Grants (more than 1000) so it could
be inconvenient for you if the GA is signed towards the end of the month (you
will only be notified at last minute and the fellow will need to start
immediately) or at the beginning (i.e. you "miss" one month)
b) "Fixed start date". If you are sure that the project will start on a precise
date, you can put it as "fixed", providing a brief explanation in the comment
box (compulsory). For example, “the researcher's contract will end on” … or
“the researcher is already at the host institution” (in case you choose an early
date like 1st of March or 1st of April…)
c) "Open start date". This is the most flexible option, as it allows you to notify
REA later on, until 12 months after the signature of the GA. **IMPORTANT:
You need to provide an indicative start date (use the calendar above, like
the "fixed" option). Although not compulsory by the system, it will really help
a lot in the GA signature procedure.
*The earliest possible start date is 1/3/2015 (fixed). The latest possible is
1/09/2016 (only as fixed, providing justification)

Financial information: The pre-financing for H2020 projects should be set to
70%. In case this is different, please let me know when you submit the data
(it can be "customised" later on) Please also inform me in case of discrepancy
between the "family allowance" and the researcher's situation (e.g. an
applicant indicated by mistake that he/she is married, but this is not the
case…)

Ethics: In case your project involves ethical issues, you will be able to find
the respective requirements under the "Ethics" tab. Depending on these
requirements, we will decide together, on a case-by-case basis, whether these
requirements can be cleared before the GA signature (e.g. an email
answering on "Detailed information must be provided on the informed consent
procedures that will be implemented" or "The applicant must clarify whether
vulnerable individuals/groups will be involved." However, in case of a
complex requirement (e.g. document provided by a national authority) we can
agree on the timeframe.

Declaration of honour: You can proceed to the signature of the declaration.
This will be a requirement later on, in order to proceed to the signature of the
GA, so please have it signed now, if possible.
Please note that there are no original documents to be sent to REA at this stage. You
only need to complete the SyGMa session. If documents are necessary (e.g. ethical
issues…) we will deal with this at a next stage.