FORCE FORCE (through ECAS) (through ECAS) release of 8 June 2009 - - PowerPoint PPT Presentation

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force force through ecas through ecas release of 8 june
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FORCE FORCE (through ECAS) (through ECAS) release of 8 June 2009 - - PowerPoint PPT Presentation

Nov 21, 2022 207 likes •1.29k views

FP6/FP7 IT System FORCE FORCE (through ECAS) (through ECAS) release of 8 June 2009 release of 8 June 2009 1 Not legally binding FP6/FP7 IT System What does FORCE do? Web based tool to edit and submit Forms C, both for FP-6 and

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FORCE (through ECAS) release of 8 June 2009 FORCE (through ECAS) release of 8 June 2009

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  • Web based tool to edit and submit Forms C, both for FP-6 and FP-7
  • 2 possibilities to access to FORCE:

– Old way: via SESAM, being phased out by end 2009 – New way: via the European Commission Authentication Service (ECAS) – Recommended to use as from now ECAS

  • FP-6: 2 ways to submit Forms C

– Excel sheets (as before) – Web based application FORCE – Highly recommended to use as from now FORCE

  • FP-7: only 1 way to submit Forms C

– Web based application FORCE

  • Examples given in this presentation are taken mostly from FP-7 but FORCE

will call up the correct Forms C for your project taking into account the instrument/funding scheme and the framework programme (FP-6 or FP-7) under which your project falls

What does FORCE do?

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  • Access via ECAS (access via SESAM continues to exist)
  • Both coordinator and beneficiaries have access in this new

version – Beneficiary has only access to his own Form C – Coordinator has access to all Forms C – Access rights for the coordinator continue to be attributed by the Commission – Access rights for the beneficiaries delegated to the coordinator

  • Automatic calculation of the indirect costs in the Form C in

case a flat rate is used as ICM

Major changes with respect to previous release of December 2008

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  • Automatic e-mail notification not implemented yet

(foreseen by end 2009)

  • Therefore always inform yourself your counterpart

in case you do an action that affects him (such as grant access or refuse a Form C)

Issues still to be implemented

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  • Both access possibilities continue to exist temporarily (as from

15/6/2009 you will also to have to use ECAS in order to obtain access to SESAM)

  • Access to FORCE via SESAM will be phased out in the future
  • Strong recommendation to access FORCE directly from ECAS as from

now

  • ECAS is compatible with FP-7 participant portable (through which

access to all Commission applications such as e.g. NEF will be provided as from 2010)

  • Login/password ECAS in order to have access to FORCE
  • Beneficiaries who already have access to PDM/URF via ECAS can, if applicable,

use the same login/password in order to obtain access to FORCE

  • The SESAM login/password will be migrated to ECAS. So, in principle, you

should be able to use your existing SESAM login/password also in ECAS

  • If you do not have yet a login/password to access FORCE simply ask a new
  • ne via ECAS (explained further in the presentation)

Access via SESAM versus access via ECAS

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FORCE PCM CPM

Contracts DB

2

ECAS

1 3

Forms C creation & submission Manage access rights for beneficiaries Authenticate Redirect

Coordinator/ beneficiary Project / Financial Officer

View Form C , Reject Form C Use Form C for payment calculation Retrieve project / participants info Retrieve Forms C

2

Specific “architecture”: ECAS

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  • The preparation of FP-6 FORMS C and FP-7 FORMS C with

updated and correct contract/grant information of each beneficiary participating in the project/grant

  • Printing of Forms C
  • For the beneficiaries: electronic submission of FORMS C to the

coordinator

  • For the coordinator: electronic submission of FORMS C to the

Commission (signed paper version to be sent afterwards)

  • Correction of Forms C after refusal by the coordinator or the

Commission

Key services offered by FORCE

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– less error prone than excel sheets

  • Forms C are pre-filled containing the correct information
  • f the

– grant – periods – beneficiaries

  • Automatic verification whether requested EC contribution

does not exceed maximum value that can be requested – Forms C are automatically transferred to internal Commission module to treat the Forms C and to calculate the payment parameters

Advantages of FORCE

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  • FORCE relies on the contractual information

encoded in the contract management system of the Commission

  • The Forms C of new beneficiaries will appear in

FORCE only when the relevant amendment was signed by the Commission

  • Cost models/indirect costs methods in FORCE are

taken from the same Commission system. If there is a problem contact the financial gestionnaire of your contract/grant Important issues to be considered

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– How to get access as a beneficiary or coordinator to FORCE via ECAS – Register as a new user in ECAS – Login in FORCE via ECAS – How to obtain access to a specific project via FORCE – As a coordinator – As a beneficiary – How to manage access right for the beneficiaries (only for the coordinator) – How to accede to the Forms C of a specific project: – Login – Select project – Select Forms C of a selected project – Fill in/save/print/submit

OBJECTIVES OF THE PRESENTATION (1)

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– What the role is of the coordinator?

  • Manages access rights of beneficiaries (if authorisation given

by project officer)

  • Can fill in Forms C of beneficiaries (if authorisation given by

project officer)

  • individual beneficiaries submit Forms C to coordinator
  • Checks/verifies submissions done by beneficiaries
  • Can reject Forms C
  • Submits all Forms C to the Commission

OBJECTIVES OF THE PRESENTATION (2)

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FORCE FORM C EDITOR

for External User

FORCE FORCE FOR FORM M C C E EDITOR DITOR

for External User

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FORCE FORM C EDITOR step 1: register as a new user in FORCE FORCE FORCE FORM C EDITOR FORM C EDITOR step 1: register as a new user in FORCE

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Access from outside via following link

  • SESAM:

https://webgate.ec.europa.eu/sesam

  • ECAS:

https://webgate.ec.europa.eu/FormC

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FORCE FORM C EDITOR step 1: register as a new user in FORCE via ECAS FORCE FORCE FORM C EDITOR FORM C EDITOR step 1: register as a new user in FORCE via ECAS

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Register as a new user in FORCE via ECAS: opening screen

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Register as a new user in FORCE via ECAS: select “external”

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Register as a new user in FORCE via ECAS: provide a username or an email address

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Register as a new user in FORCE via ECAS: fill in the data as requested, tick the privacy statement and submit (after having filled in the security check)

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Register as a new user in FORCE via ECAS: an e-mail message will be sent to the address you have specified

Click on the link to activate your password within 90 minutes after the message was sent to you!

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Register as a new user in FORCE via ECAS: the account is activated and you can log in FORCE

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Register as a new user in FORCE via ECAS

More information on how to register as a new user in ECAS can be found at the following website: https://webgate.ec.europa.eu/ecas/help.jsp

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FORCE FORM C EDITOR Step 2.a: request access (« register ») to a specific project in FORCE

for coordinator

FORCE FORCE FORM C EDITOR FORM C EDITOR Step 2.a: request access (« register ») to a specific project in FORCE

for coordinator

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Request access to a project in FORCE: coordinator (1)

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Request access to a project in FORCE: coordinator (2)

Fill in project number

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Request access to a project in FORCE: coordinator (3)

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Request access to a project in FORCE: coordinator (4)

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Request access to a project in FORCE: coordinator (5)

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View beneficiaries in the project

Request access to a project in FORCE: coordinator (6)

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Request access to a project in FORCE: coordinator (7)

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Request access to a project in FORCE: coordinator (8)

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Upon approval by project officer:

  • pening screen FORCE

If yellow you have as coordinator the right to grant access in FORCE to beneficiaries If yellow you have as a coordinator the right to edit Forms C

  • f beneficiaries

Request access to a project in FORCE: coordinator (9)

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FORCE FORM C EDITOR Step 2.b: request access (« register ») to a specific project in FORCE for beneficiaries FORCE FORCE FORM C EDITOR FORM C EDITOR Step 2.b: request access (« register ») to a specific project in FORCE for beneficiaries

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  • Exactly they same procedure as for

the coordinator

  • Access granting rights in general

delegated to coordinator

  • E-mail notification under development

Request access to a project in FORCE: beneficiary (1)

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Request access to a project in FORCE: beneficiary (2)

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Request access to a project in FORCE: beneficiary (3)

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Request access to a project in FORCE: beneficiary (4)

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Request access to a project in FORCE: beneficiary (5)

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Opening screen in FORCE for a beneficiary after the coordinator has granted access

Request access to a project in FORCE: beneficiary (6)

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Grant access to a coordinator (1)

Step 2.c: grant access and delegate rights to a coordinator in PCM Only for Commission staff Step 2.c: grant access and delegate rights to a coordinator in PCM Only for Commission staff

Grant access to a coordinator

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  • Project officer is the person who will grant you access to the

project

  • There is no automatic e-mail notification yet (under

development)

  • In addition the project officer can delegate the following

rights to the coordinator – Manage access rights for the beneficiaries – Edit Forms C of the beneficiaries

  • In case of problems or delays please contact directly the

project officer

Grant access to a coordinator

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FORCE FORM C EDITOR Step 2.d: grant access to beneficiaries in a specific project in FORCE

  • nly for coordinator

FORCE FORCE FORM C EDITOR FORM C EDITOR Step 2.d: grant access to beneficiaries in a specific project in FORCE

  • nly for coordinator
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Grant access to a project in FORCE: coordinator (1)

  • pening screen in FORCE

If yellow, coordinator has right to grant access to beneficiaries

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Grant access to concerned beneficiary refuse access to concerned beneficiary

Grant access to a project in FORCE: coordinator (2)

One can grant access to different persons, having a different e-mail,

  • f the same beneficiary
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Grant access to a project in FORCE: coordinator (3)

coordinator beneficiary access rights for a beneficiary can be removed at any time by the coordinator

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FORCE FORM C EDITOR Step 3: connect to a project in FORCE for coordinator and beneficiaries FORCE FORCE FORM C EDITOR FORM C EDITOR Step 3: connect to a project in FORCE for coordinator and beneficiaries

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Connect to a project to fill in Forms C: beneficiary/coordinator

Connect to project

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FORCE (Form C Editor): Workflow Selects the Reporting period Selects the Reporting period Fills in the Form C and saves it Fills in the Form C and saves it Submits the Form C to the coordinator Submits the Form C to the coordinator The coordinator can reject a Form C The coordinator can reject a Form C Submits the Forms C to the Commission Submits the Forms C to the Commission The Commission can request a revision of a Form C The Commission can request a revision of a Form C

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FORCE FORM C EDITOR Step 4: edit Forms C in FORCE for coordinator and beneficiaries FORCE FORCE FORM C EDITOR FORM C EDITOR Step 4: edit Forms C in FORCE for coordinator and beneficiaries

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  • FORCE will call up automatically the appropriate

Forms C for your project, taking into account the instrument/funding scheme and the framework programme (FP-6 or FP-7) under which your project falls

  • For each beneficiary the Forms C contain the

necessary ’intelligence’ to ensure that:

– the requested EC contribution does not exceed the maximum that can be requested, taking into the applicable reimbursement rate for the different activities and your cost model/indirect cost methodology – Only those activity columns can be filled in, in agreement with the instrument/funding scheme of your project

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  • Beneficiary:

– Each beneficiary has edit/view rights for his

  • wn Form C
  • Coordinator

– Coordinator has view rights for all Forms C – Coordinator can be granted edit rights for all Forms C

Forms C edit rights

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edit Forms C: select reporting period

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edit Forms C: beneficiary

Beneficiary has edit/view rights only for his own Form C

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Coordinator has edit rights for all Forms C

Edit Forms C: coordinator

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edit Forms C: click on ”add Form C” button (1)

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edit Forms C: fill in upper part (1)

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edit Forms C: fill in upper part (2)

Calculated automatically To be filled in in current release, calculated automatically if ICM is a flat rate

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edit Forms C: fill in lower part and save

mandatory

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edit Forms C: after saving the draft Form C remains editable and can still be deleted

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FORCE FORM C EDITOR Step 5: submit Forms C in FORCE Beneficiaries/coordinator FORCE FORCE FORM C EDITOR FORM C EDITOR Step 5: submit Forms C in FORCE Beneficiaries/coordinator

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  • Beneficiary:

– Each beneficiary can submit his own Form C to the coordinator – A beneficiary can not submit directly to the Commission

  • Coordinator

– Coordinator submits his own Form C to himself – Only coordinator can submit Forms C to the Commission

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Submit Form C: beneficiary (1) go to the lower part of the Form C

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submit Form C: beneficiary (2)

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submit Form C: beneficiary (3)

  • nce submitted the Form C becomes read-only
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submit Forms C: coordinator connects to project (1)

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Submit Forms C: coordinator selects reporting period (2)

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Submit Forms C: coordinator selects Forms C to be submitted (3)

Select Forms C for submission

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Submit Forms C: coordinator obtains overview of Forms C ready for submission and confirms (4)

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Submit Forms C: coordinator confirms in case Forms C of all participants were not submitted (5)

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Submit Forms C: coordinator receives OK message (6)

Upon electronic submission the coordinator should send as soon as possible the signed paper version of the Forms C to the Commission. There is no need whatsoever to wait with this.

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Submit Forms C: coordinator can view different submissions any time (7)

Submission can be viewed at any time afterwards

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FORCE FORM C EDITOR reject a Form C in FORCE coordinator only FORCE FORCE FORM C EDITOR FORM C EDITOR reject a Form C in FORCE coordinator only

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Reject Form C: click on Form C to be rejected

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Reject Form C: In the Form C click on the “reject “ button

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Reject Form C: confirm rejection (current version does not allow the coordinator to introduce a comment yet)

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Reject Form C: rejected Form C will appear as draft in summary and can be corrected and resubmitted

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request to revise Forms C

for internal EC USER (financial officer or project officer )

request to revise Forms C

for internal EC USER (financial officer or for internal EC USER (financial officer or project officer ) project officer )

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  • EC project officer/financial officer can

request to revise Forms C

  • There is no automatic e-mail notification yet
  • The need to revise the Form C will appear

clearly in FORCE

  • Note that the concerned beneficiary will

have immediately access to the Form C that has to be revised

Revision of Forms

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FORCE FORM C EDITOR (SESAM)

revise a FORM C for external user (coordinator or beneficiary)

FORCE FORCE FORM C EDITOR FORM C EDITOR (SESAM) (SESAM)

revise a FORM C for external user (coordinator or beneficiary)

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Indicates that the Commission asked to review Forms C

Revise a Form C (1)

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Revise a Form C: edit and resubmit (2)

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FORCE FORM C EDITOR adjustment Forms C (only for FP-7) (external user) FORCE FORCE FORM C EDITOR FORM C EDITOR adjustment Forms C (only for FP-7) (external user)

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Form C Editor : adjustment forms C (1)

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Form C Editor : adjustment forms C (2) Form C Editor : adjustment forms C (2)

Add button normal Form C Add button adjustment Form C

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Form C Editor : adjustment forms C (3) Form C Editor : adjustment forms C (3)

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Form C Editor : adjustment forms C (4) Form C Editor : adjustment forms C (4)

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FORCE FORM C EDITOR edit Forms C of third parties (only if special clause 10 is in the grant agreement (external user) FORCE FORCE FORM C EDITOR FORM C EDITOR edit Forms C of third parties (only if special clause 10 is in the grant agreement (external user)

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Form C Editor : third parties

third party Forms C appear if special clause 10 is in the grant agreement

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Legal and financial data of third party need to be filled in

Form C Editor : Fill in Data for Third Parties

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Form C Editor : Third Party Form C

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Form C Editor : Third Party adjustment Form C can be added also

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FORCE FORM C EDITOR delete Forms C (external user) FORCE FORCE FORM C EDITOR FORM C EDITOR delete Forms C (external user)

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  • Two possibilities:

– In the summary of all forms C for the concerned reporting period with the delete button – In the form C itself

Form C Editor : remove Forms C (1)

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Form C Editor : remove Forms C (2)

REMOVE

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Form C Editor : remove Forms C (3)

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Form C Editor : remove Forms C (4)

Status changed

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FORCE FORM C EDITOR print Forms C (external user) FORCE FORCE FORM C EDITOR FORM C EDITOR print Forms C (external user)

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  • Possibilities to print separately:

– each individual Form C – 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 Commission print Forms C (1)

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print Forms C (2)

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print Forms C (3)

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print Forms C (4)

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print Forms C (5)

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print Forms C (6)

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print Forms C (7): example of summary Form C

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Printing of Forms C: summary Form C

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FP6/FP7 Service Desk FP6/FP7 Service Desk

HELP DESK HELP DESK TRAINING TRAINING

E-mail address: EC-FP7-IT- HELPDESK@ec.europa.eu Phone number: +32 2 29 87288 E-mail address: EC-FP7-IT- TRAINING@ec.europa.eu Phone number: +32 2 29 87293

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  • Detailed instructions how to accede the application

can be found on: – http://webgate.ec.europa.eu/sesam/ – http://webgate.ec.europa.eu/ecas/ – http://cordis.europa.eu/fp6/find-doc- management.htm#reporting – http://cordis.europa.eu/fp7/find-doc_en.html

  • PDF-version of FP-7 Forms C can be found on:

– http://cordis.europa.eu/fp7/calls-grant- agreement_en.html#people_ga More information