1

EMIEMI Expert Management ModuleExpert Management Module

POOLSPOOLS Evaluators / Monitors / ReviewersEvaluators / Monitors / Reviewers

Meeting / Expert GroupsMeeting / Expert Groups

Appointment LettersAppointment Letters

Attendance SessionsAttendance Sessions

EMIEMI Expert Management ModuleExpert Management Module

POOLSPOOLS Evaluators / Monitors / ReviewersEvaluators / Monitors / Reviewers

Meeting / Expert GroupsMeeting / Expert Groups

Appointment LettersAppointment Letters

Attendance SessionsAttendance Sessions

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Overview of the FP7 IT system

• What is the FP7 IT system?It is a common system to all Research DGs that allows greater synergy between the DGs by facilitating the exchange of information.

• ObjectivesThe aim of the FP7 IT system implementation is, above all, to increase levels of harmonisation and streamlining for the five Research DGs for the receipt and evaluation of proposals and the production and management of contracts.

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E.C.InternalE.C.InternalE.C.ExternalE.C.External

CPEBCPEB CPMContract Management

PCM (Payment and Cost module)

CPMContract Management

PCM (Payment and Cost module)

OMMOMM

NEFBack office

NEFBack office

PDMPDMURFURF

EPSSEPSS ESSEvaluation Service System

ESSEvaluation Service System

ProposalsProposals

EMC-CORDISExpert Registration

EMC-CORDISExpert Registration

ExpertsCV

ExpertsCV

OrganisationData

OrganisationData

ABACFEL

ABACFEL

EMIExpert management

module

EMIExpert management

module

SESAMQUEST QUEST- I

SESAMQUEST QUEST- I

Forms CForms C

ECHEANCIERECHEANCIER

FORCEFORCE

NEFFront office

NEFFront office

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Collect Selected

Proposals

CPEBCPEB

• Programme Management activity chain:Contract

Production / Contract Project

Management

Negotiation GPF

ProductionRanking

EvaluateProposal

ESS - RIVET-ESS - RIVET-PINOCCHIOPINOCCHIO

Submit Proposal

EPSSEPSSwebweb CPM-NEFCPM-NEF

Prepare Call

EPSSEPSStooltool

Organization tracking, assessment of their legal and financial viability

Security: control of accesses by calls, by tasks and by users profiles

Experts registration (Cordis part)Selection, appointment, payment of experts

Help desk, training

EMCEMI

OMM

SECUNDA

Service Desk

• and the essential support processes:

Organizations/Participants Registering & publishing through all concerned applications URF-PDM

Data

Transfer

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FP6/FP7 Service Desk

HELP DESK

TRAINING

E-mail address: EC FP7 IT HELPDESK

Phone number: 87288

E-mail address: EC FP7 IT TRAINING

Phone number: 87293

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MAIN OBJECTIVES of EMI

Select, manage and pay Experts

1) Experts are received from CORDIS :- Evaluator/observer :“The Commission shall appoint independent

experts to assist with evaluations of proposals".

– Reviewer : "The Commission shall monitor the implementation of indirect actions on the basis of the periodic progress reports .

– Monitor : “The Commission shall appoint, […] independent experts to assist with evaluations required under the Seventh Framework Programme and its specific programmes, and, as deemed necessary, for the evaluation of previous Framework Programmes".

– Member of experts groups : "The Commission may set up groups of independent experts […] to advise on the design and implementation of Community research policy".

2) Meeting experts: Expert from outside the Commission invited to give a specific professional opinion in a committee (e.g. Programme Committee), an expert group (e.g. Advisory Group) or by personal invitation or anyone responsible for accompanying a disabled person who has been invited by the Commission to attend a meeting as an expert. Meeting experts may be private-sector experts or government experts.

Meeting experts are registered into EMI by EC users.

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Notification about registration

1. Experts should register in Cordis (EMC): (see slides p 8-10)

They enter and edit their professional details, including a structured CV

Types of Experts: FP6, FP7 (Evaluator, Review, Monitor), Non-FP

2. « Meeting » Experts can be registered in EMI by a Commission User (see slides p 115-119)

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Information: EMC Cordis (external) (1)

Experts register in CORDIS

Registration page

https://cordis.europa.eu/emmfp7/index.cfm

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Information: EMC Cordis (external) (2)

CORDIS

Page for registered users

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Information: EMC Cordis (external) (3)

CORDIS

Page for registered users

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EMI: MAIN MENU

EMIEMIEMIEMIPOOLSPOOLS

GROUPSGROUPS

EXPERTSEXPERTS

APPOINTMENT LETTERSAPPOINTMENT LETTERS

ATTENDANCE SESSIONATTENDANCE SESSION

LEGAL ENTITIESLEGAL ENTITIES

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AGENDA

– General Features

– Expert Management

– Group Management

– Pool Management

– Legal Entities

– Appointment letters

– Attendance Session

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POOL

Pool

type

Evaluator

Reviewer

Monitor

ExpertsGroup(Evaluator,

Monitor, Reviewer)

Meeting(Meeting experts Cordis (Non-FP)

and EMI)

Appointment

Letters

Yes

Yes

Yes

Yes

No

Attendance

sessions

Multiple possible

Multiple possible

Multiple possible

Multiple possible

Only one Auto-created

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EXPERT MANAGEMENT

EXPERT MANAGEMENT

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Expert Management functionalities

– Search for Experts (core feature in EMI)

(Slides p 19-23)

– View Expert details (View CV) (slides p 24-28)

Associate LE/BA/PMO Info (slides p 29 33)

– Register / Update / Delete Meeting Experts (slides p 115-119)

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MANAGING EXPERTS

Definition

There are four different types of Experts:

– Monitor– Reviewer– Evaluator

– Meeting

Actions– Set search criteria / Search– Display list of retrieved Experts

• View experts details (CV)• Print expert CV • View recommendations• Email list (in Excel)

• Create Group/ Populate existing group

• Create Pool/ Populate existing pool

• Manage Legal Entities

• Print • Export XL (to Excel)

Experts register themselves in Cordis

Registered in EMI by Commission User

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MANAGE EXPERTS REGISTERED IN CORDIS

DISPLAY LIST EXPORT to Excel file

VIEW / PRINTExpert details (CV)

PRINT results

SELECTEXPERTS

registered in CORDIS

CREATE/POPULATE POOL

CREATE/POPULATE GROUP

E-mailList in Excel

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SELECT EXPERTS (top of screen)

Experts Standard Search

Note: Experts selections allowed on multiple types at once

(e.g.: click on Evaluators and Reviewers) + (CTRL key)

Note: Experts selections allowed on multiple types at once

(e.g.: click on Evaluators and Reviewers) + (CTRL key)

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Experts Standard Search

SELECT EXPERTS (bottom of screen)

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Select Keywords, Activity Codes (FP6) & Themes (FP7)

• For EVALUATOR and REVIEWER Experts:– Fixed Keywords are used

• For MONITOR Experts: – Monitor Fixed Keywords are used

• There are up to 7 levels in the tree, which will contain (approx.) up to 2000 keywords

• For the Themes (FP7): predefined themes

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Selecting Themes (FP7)

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DISPLAY LIST OF RETRIEVED EXPERTSafter Search

Note: possibility to sort by clicking on a column’s heading (+) Note: possibility to sort by clicking on a column’s heading (+)

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View CV of Expert (1)

• Options

– View expert details• Personal details• Contact details (Cordis Address, Correspondence address,

Primary e-mail,…)• Employment• Misc (Current and former interest, Bibliography, Keywords,

Activity Codes, Language skills,…)• Participation history: (Proposals evaluated, Projects reviewed,

Technical reviews, Programmes monitored, Add-hoc Meetings)• Current participation: Pools/Meetings that an Expert currently

participates and status• Recommandations• Payments• LE / BA / PMO info• Supporting documents

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View Expert details: the different tabs

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View Expert details: ‘Contact details’ tab

Possibility to edit the Correspondence Address

(for the Appointment Letter)

Possibility to edit the Correspondence Address

(for the Appointment Letter)

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View Expert details: ‘Misc’ tabUpper Part

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View expert details: ‘Misc’ tabLower Part

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View Expert details: ‘Participation history ’ tab

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View Expert details: ‘LE /BA/PMO Info’ tab

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View Expert details: Associate the ‘Legal Entity / Bank account’ information (1)

Note: Click either on the hyperlink Legal entity or on Bank Account to search

OR

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Associate the ‘Legal Entity’ information (2)

Search screen

Search for the Legal entity

Search for the Legal entity

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Associate the ‘Bank Account and Legal Entity’ to the Expert (3)

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View Expert details: ‘Legal Entity / Bank Account’ information linked with Expert

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Display list of retrieved Experts

• View recommendations• Print expert CV• Create new pool• Populate existing pool • Create new group• Populate existing group• Email list (csv file)• Print• Export (csv file: viewable by Excel)• Retrieve saved query• Check availability (mail to Expert)

• View recommendations• Print expert CV• Create new pool• Populate existing pool • Create new group• Populate existing group• Email list (csv file)• Print• Export (csv file: viewable by Excel)• Retrieve saved query• Check availability (mail to Expert)

Other menu Options:

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GROUP MANAGEMENTGROUP MANAGEMENT

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MANAGE A GROUP

Definition

• Informal collection of Experts• Independent entity not linked to any

Call/Programme • Preparation to Pool creation

(if group type “evaluator”, “monitor” or ”review”)

• Preparation to Meeting creation (all kinds of group types)

• Associated with a type:

Actions– Create a Group– Select a Group– Display / View a Group– Modify a Group

– Add/Remove Experts from group

– Merge a Group with another Group

– Share a Group (if private)– Group statistics– Create a Pool from a Group– Extract Email list

– Email possibility– Check availability via

mass Email with possibility to send Blank forms LE/BA

– Delete a Group– Print a Group– Export XL, XML, CSV

Groups Create

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MANAGE A GROUP

Create group Select group

Display group

Delete group

CreatePool

Modify group Produce XLS version

Produce printer vesion

Check AvailibilityMass Email

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CREATE A GROUP

Groups Create

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In the Options menu:

•Click on Add experts•Search for Experts•Once selected click on Populate Group

In the Options menu:

•Click on Add experts•Search for Experts•Once selected click on Populate Group

Group experts tab: Add Experts

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Group experts tab: Extract email list (Excel sheet)

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Group experts tab : Send Email

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Check Availability & send mass Emails from the Group

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SELECT A GROUP

Groups Select

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DISPLAY GROUPS

45

POOL MANAGEMENT

TYPE

EvaluatorMonitor

ReviewerExpert_group

POOL MANAGEMENT

TYPE

EvaluatorMonitor

ReviewerExpert_group

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POOL

Pool

type

Evaluator

Reviewer

Monitor

ExpertsGroup(Evaluator,

Monitor, Reviewer)

Appointment

Letters

Yes

Yes

Yes

Yes

Attendance

sessions

Multiple possible

Multiple possible

Multiple possible

Multiple possible

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MANAGE A POOL

Definition

• A pool is an official collection of experts created and managed for the purposes of a Call or a Programme.

• There are two kinds of pools:– unapproved (when created)– approved

Actions

– Create a Pool – Select / Modify a Pool

– Add Experts / Groups– Remove experts – Check expert availability

(email)– Display LE/BA data– View statistics

– Add Call(s) / Programmes / Commitment Number

– Approve a Pool

– Create App. Letters and Sign

– Create Attendance Session

Pools Create

Status unapproved

Status approved

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MANAGE A POOL

Display Pool

Modify Pool

Print

Create Pool Select Pool

Edit details

Add Experts/Groups

Remove Experts

Export (to CSV file)

APPROVE

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Workflow for Pools

Monitor/Reviewer/Evaluator

Create a PoolCreate a Pool

Add Experts / Groups of the same typeAdd Experts / Groups of the same type

Create / Sign App. LettersCreate / Sign App. Letters

Approve the PoolApprove the Pool

Create Attendance sessionCreate Attendance session

Create CostsCreate Costs

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CREATE A POOL

Pools Create

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Associate Call(s) / ProgrammeAssociate Commitment number

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Commitment Position:Remaining Amount

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Add Experts / Group(s) to the Pool

In the Options: – Click on Add Group or Add Experts

• Once Experts or Group are selected click on Populate Pool

In the Options: – Click on Add Group or Add Experts

• Once Experts or Group are selected click on Populate Pool

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Early Check Availability of Experts via integrated Email

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Change the status of the Experts (1) : Participation (central, remote,…) Reserved / Independent observer

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Change the status of the Experts (2) : Independent observer

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APPROVE A POOL

When the Pool is created, the Experts are added, the Call(s) / Programme(s) and Commitment number have been associated, then it is possible to APPROVE the Pool (user with specific rights)

NEW TABS

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REAPPROVE A POOL

If you change the list of Experts after the Pool has been approved the status of the Pool will change

to REAPPROVE and the Pool needs

to be approved again!!

If you change the list of Experts after the Pool has been approved the status of the Pool will change

to REAPPROVE and the Pool needs

to be approved again!!

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SELECT A POOL

Pools Select

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DISPLAY POOL (results of search)

Pools Select

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WORKING WITH POOLS (1)

• Pool information tab – Options:

• Approve Pool

• Print Pool

• Delete Pool

• Export Pool XLS

• View/Print/Export Statistics

• Approval History

• Print / Export Approvals

• Create Group from Pool

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Working with Pools (2)

• Experts tab– Options:

• Add Experts• Add Group• Remove Experts• Change Status of Experts

(Participation, Reserved, Independent Observer)• View Expert Details

• Create App Letters ( Status of Expert has to be ‘Approved’ !!!)

• View App Letters Details• Print App Letter(s)• Create Invitation(s)• Modify App Letter(s)• Copy App Letter(s)• Modify Invitation(s)• Print Invitation(s)• Print Expert CV• Display LE/BA Data• Check availability• E-mail list …..

63

Legal Entity ManagementLegal Entity Management

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MANAGE LEGAL ENTITIES

Definition

The current chapter covers the most important requirements relating to the management of Legal Entities

Actions

– Early checking if expertshave LE/BA

– Perform a search for Legal Entities / Bank

accounts– View a Legal Entity – Link a Legal Entity /

Bank account

65

Early checking if Experts have a LE / BA (1)Communication with Expert via Email

to confirm their Legal data with zipped formulaires

Pools Select / Experts tab

66

Early checking if Experts have a LE / BA (2): EMI info and ABAC info

Match found (PDF) or not

67

Early checking if Experts have a LE / BA (3): Open PDF

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Early checking if Experts have a LE / BA (4): Send Email to the Expert(s)

69

Email sent (LE/BA)

70

Update LE/BA in Expert Details & Cost statements of the Pool

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APPOINTMENT LETTERS

APPOINTMENT LETTERS

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MANAGE APPOINTMENT LETTERS

Definition

All Appointment Letters produced are PDF files.The Appointment letter is a contract established between an expert and the E.C.

Note: Amendments can be created when the status of the Appointment Letter is ‘printed final’ or ‘signed’

Actions

– Create an Appointment Letter for one or more Expert(s) with the status ‘Approved’

– Update Appointment Letter (depends on status of the Appointment Letter)

– Copy App. Letter– Print draft– Print final– Sign the Appointment Letter– Delete / Cancel the

Appointment Letter (depends on status of the Appointment letter)

– Create an Amendment

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APPOINTMENT LETTER WORKFLOW

Select an approved Pool

Select Expert(s) with status ’Approved’

Create Appointment letter

Print Draft

Print Final

Sign

Update possible

Delete possible

Update impossible

Cancel possibleAmendment possible

74

Appointment Letters: the Templates

• Appointment letters are based on templates

• The following Content Templates are available: the user chooses the template when creating the Appointment Letter

C1 --> Evaluator remote C2 --> Evaluator central C3 --> Evaluator central + remote

C4 --> Reviewer C5 --> Experts Group

C6 --> Observer central + remote C7 ERC --> Panel expert C8 ERC --> Referee expert C9 ERC --> DIS expert C10 --> Evaluator multiple sessions C11 RFCS --> Evaluator (Coal and Steel Programme) C12 RFCS -- > Reviewer (Coal and Steel Programme) ……

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Preview the Templates before creating the Appointment Letters (1)

Appointment letters Templates Select

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Preview the Templates before creating the Appointment Letters (2)

77

Preview the Templates

before creating the Appointment Letters (3)

Note: the names of the Template Specific Options fields appear in brackets and in the same order as in EMI template specific options tab.

Note: the names of the Template Specific Options fields appear in brackets and in the same order as in EMI template specific options tab.

78

Create Appointment Letters from the Experts tab in an Approved Pool (1)

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Create Appointment Letters (2) :Fill in the App Letter details tab

80

Create Appointment Letters (3): Choose the Template

81

Create Appointment Letters (4)

82

Create Appointment Letters (5)

AdonisAdonis

Note:

All fields are mandatory(These fields should be prepared with the template viewing.)

The fields are in the same order as in the corresponding .pdf template

Note:

All fields are mandatory(These fields should be prepared with the template viewing.)

The fields are in the same order as in the corresponding .pdf template

83

Appointment Letters created

84

Appointment Letters: Print Draft (1)

85

Appointment Letters: Print Draft (2)

(Template specific options

fields appear in blue in the Draft)

(Template specific options

fields appear in blue in the Draft)

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Update an Appointment Letter

• An Appointment letter has a status (in the tab ‘Appointment Letter details’)

The possible values are:» Not printed » Printed draft» Printed final» Signed» Deleted / Cancelled

• An App. Letter can be updated (modify App. Letter) if its status is• Not printed (in the tab ‘Appointment letter details)• Printed draft (in the tab ‘Appointment letter details)

Note : - An App. Letter can be deleted when its status is “not printed” or “printed draft”- An App. Letter can be cancelled when its status is “printed final”

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View / Modify Appointment Letter Details (1)(changes possible if status ‘APP LETTER CREATED’)

88

View / Modify Appointment Letter Details (2):

Make changes if needed and update

89

Appoinment Letters: Print Final

90

Appoinment Letters: App. Letter finalised

91

Appoinment Letters: Sign (1) (when the App. Letter has been signed on paper by the Expert)

92

Sign an Appointment Letter (2)

93

Possibility to Copy App. Letters (1)

94

Paste App. Letters (2)

Pools Select…..

95

Result

Pools Select…..

96

Amendments : the Templates

The user chooses the template when creating the Amendment

The following Templates are available:

AC1 --> Evaluator remoteAC2 --> Evaluator centralAC3 --> Evaluator central + remote

AC4 --> ReviewerAC5 --> Group Experts AC6 --> Observer central + remote

AC10 --> Evaluator multiple sessions

Pools Select…..

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CREATE AN AMENDMENT (1)

• An ‘Amendment’ can be created (in the Experts tab) of the Pool for an Appointment Letter if the status is:

• App Letter Finalised• App Letter Signed

98

CREATE AN AMENDMENT (2)

99

CREATE AN AMENDMENT (3)

Note: All fields are mandatory

Note: All fields are mandatory

100

Amendment created

101

View App. Letter details

102

Select an Appointment Letter

103

Result screen

104

POOL MANAGEMENT

TYPE

EvaluatorMonitor

ReviewerExpert_group

ATTENDANCE SESSIONS

POOL MANAGEMENT

TYPE

EvaluatorMonitor

ReviewerExpert_group

ATTENDANCE SESSIONS

105

Attendance sessions

Definition

• After the approval of a Pool, an Attendance Session has to be created in the Participation tab in order to create the Cost Statement of the Experts

• More than on Attendance session can be created

Actions

– Create an Attendance session

– Add Experts of the Pool in the Attendance session

– Create Cost statement

106

Create an Attendance Session in the PARTICIPATION tab (1)

107

Create an Attendance Session (2)

108

Attendance Session created (3)

109

Add Experts of the Pool to the Attendance session

To add Experts to the Attendance session they need to have the status « App. Letter signed »

110

Mass Cost creation …

111

The Participation tab of the Pool:One Attendance session created

Possibility to create other ones

112

Attendance session Select…..

113

POOL MANAGEMENT

TYPE

Meeting

POOL MANAGEMENT

TYPE

Meeting

114

POOL

Pool

type

Meeting(Meeting experts Cordis (Non-FP)

and EMI)

Appointment

Letters

No

Attendance

sessions

Only one Auto-created

115

Workflow for Pools

MEETING

Create a PoolCreate a Pool

Add Meeting ExpertsAdd Meeting Experts

Approve the PoolApprove the Pool

Financial ApprovalFinancial Approval

One Attendance session auto-createdOne Attendance session auto-created

Create CostsCreate Costs

116

Register Meeting Expert

Definition

2 Types of Experts :

Meeting Experts Cordis (Non-FP)Meeting Experts registered in EMI by EC user

• A Meeting expert is a Participant in a meeting type ‘meeting’, he does not have an Appointment Letter.

• Note : The Commission user has to verify first if that Expert has registered himself in Cordis (EXPERTS STANDARD SEARCH) or if he has been registered by another Commission user. If not, he has to register him as a Meeting expert in EMI (Experts Register).

Actions

– Register an Expert– Fill-in mandatory fields (*)

– Surname (tab Personal details)

– First name (tab Personal details)

– Date of birth (tab Personal details)

– Primary e-mail (tab Contact details)

– Free Keywords (tab Miscellaneous)

– Update, delete a Meeting Expert

Experts Register

117

REGISTER A MEETING EXPERT (1)

Experts Register

118

REGISTER A MEETING EXPERT (2)

Experts Register

119

UPDATE A MEETING EXPERT: search (1)

Experts Standard Search

120

UPDATE A MEETING EXPERT (2)

Note:Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers

Note:Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers

121

Create A Pool type Meeting

122

Pool type Meeting created

123

Add Meeting Experts

124

Financial Approval:Create Forecast and Approve

125

Approve Pool (1)

126

Pool approved (2)

127

One Attendance Session auto-createdin the Participation tab

128

Experts added automatically in Attendance Session

129

Mass Cost creation in Attendance Session …