sfc2007-man-183 introduction guide...

Commission européenne, B-1049 Bruxelles / Europese Commissie, B-1049 Brussel - Belgium. Telephone: (32-2) 299 11 11. Commission européenne, L-2920 Luxembourg. Telephone: (352) 43 01-1.

EUROPEAN COMMISSION Directorate General Regional Policy Directorate General Employment, Social Affairs and Equal Opportunities Directorate General Agricultural and Rural Development Directorate General Maritime Affairs and Fisheries

SFC2007 Information System

Introduction Manual Date: 02/07/2009 Version: 1.3 Authors: Wim NAHON Revised by: Alan CONNELL Approved by: Alan CONNELL Reference Number: SFC2007-MAN-183 Software version: 3.2.7

Information System Name: User Manual

TABLE OF CONTENTS

1. General Introduction ................................................................................................5 1.1. SFC2007 ........................................................................................................................ 5 1.2. Documentation set ........................................................................................................ 5 1.3. Disclaimer...................................................................................................................... 6

2. System and Software requirements ..........................................................................7 2.1. Authorising JavaScript ................................................................................................ 8 2.2. Authorising the storage of encrypted content on disk............................................... 8 2.3. Installing the European Commission's public key for SFC2007.............................. 8

3. Logging in to SFC2007...........................................................................................12 3.1. Applying for a User Account (Member State users) ............................................... 12 3.2. Applying for User Account (European Commission users).................................... 12 3.3. Logging in to SFC2007 (Member State AND European Commission users)........ 12 3.4. Changing your SFC2007 password........................................................................... 13

4. Introducing the SFC2007 User Interface ..............................................................15 4.1. Header Area ................................................................................................................ 15 4.2. Menu bar ..................................................................................................................... 16 4.3. Work Area................................................................................................................... 17

4.3.1. Generic workflow for Objects in SFC2007.........................................................................17 4.3.2. List screen............................................................................................................................17 4.3.3. Display Screen.....................................................................................................................25 4.3.4. Edit Screen...........................................................................................................................28

5. Introducing common sections on the SFC2007 Display screens..........................31 5.1. Authorities section ...................................................................................................... 31 5.2. Documents section ...................................................................................................... 32 5.3. Officials in Charge section......................................................................................... 33

6. Introducing common tabs on the SFC2007 Edit screens......................................34 6.1. Authorities tab ............................................................................................................ 34

6.1.1. Editing an existing Authority...............................................................................................35 6.1.2. Adding a new Authority ......................................................................................................36 6.1.3. Authorities – Data Fields .....................................................................................................36

6.2. Documents tab ............................................................................................................ 38 6.2.1. Using thte Document Details screen....................................................................................39 6.2.2. Adding new Document definitions......................................................................................42 6.2.3. Adding new Attachments ....................................................................................................44 6.2.4. Document Definitions – Data Fields ...................................................................................44 6.2.5. Attachments – Data fields....................................................................................................47

6.3. Officials in Charge tab ............................................................................................... 48 6.3.1. Editing an existing Official in Change ................................................................................48


6.3.2. Adding a new Official in Charge.........................................................................................49 6.3.3. Officials in Charge – Data fields .........................................................................................50


Document History

Version Date Comment By

0.1 27/08/2007 Initial draft WN

0.2 22/10/2007 Optimised and extended version WN

1.0 06/06/2008 Approved version + Added disclaimer WN

1.2 09/03/2008 Applied new Manual Template WN

1.3 03/07/2009 Included new elements:

• User profile drop-down lists

• Menu indications

• Displaying common sections in Display screen

WN


1. GENERAL INTRODUCTION

1.1. SFC2007

SFC2007 is the new management tool for the European Funds for the period 2007 – 2013. The following Funds are concerned: • European Regional Development Fund (ERDF) • European Social Fund (ESF) • Cohesion Fund (CF) • European Agricultural Fund for Rural Development (EAFRD) • European Fisheries Fund (EFF) Compared to the previous period, the new regulations bring about considerable changes. According to the Council regulations, all exchanges concerning financial transactions between the Commission and the authorities designated by the Member States shall be made by electronic means in accordance with the implementing rules adopted by the Commission.

SFC2007 is a web application, which you can access via Internet (https) using Microsoft Internet Explorer or Mozilla Firefox. Web applications have the following advantages: • No additional development effort or investment is needed on the part of the Member

States • No software needs to be installed • The system is easy to use and accessible anywhere you have an Internet connection • Remote updates are possible • Interactivity: you communicate with the Commission through the system.

1.2. Documentation set

An extensive documentation set is provided to facilitate the use of SFC2007. Next to the Introduction Manual (the document you are currently reading), a manual or user guide is provided for each User Profile or group of User Profiles.

Each manual thus describes the actions performed by a specific User Profile. If a task can be performed by more than one profile, it is treated in all manuals concerned. If a task is dependent on an action performed by another User Profile, the actions are briefly explained as background information.


The following SFC2007 manuals will be available:

Manual Main topics

Introduction Guide

• General Introduction

• Software requirements

• Logging on procedure

• User Interface description

• Common tab description

Member State Authority Manual • Managing CCI

• Managing National Strategic Framework (Structural Funds)

• Managing National Strategic Plans (AFRD, EFF)

• Sending Member State Management and Control System

Member State Managing Authority Manual • Managing CCI

• Managing Operational Programmes

• Managing Major Projects

• Managing Implementation Report (Annual and Final)

• Managing Ex-Ante, Ongoing / Interim, Midterm Evaluation documents

European Commission Operational Agent Manual (in preparation)

• Evaluating CCI requests

• Evaluating National Strategic Reference Framework

• Evaluating Operational Programmes

• Evaluating Major Projects

• Managing Commission Decisions

• Evaluating Annual Payment Application Forecast

• Evaluating Member State Management and Control System

• Evaluating Payment Application

• Managing other standalone documents (Cohesion Report, Community Strategic Guidelines, Financial Perspectives, Fisheries Report, Rural Development Report, templates

1.3. Disclaimer

The information contained in this manual is for guidance only and is a description on how to use the SFC2007 application. There can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the regulations or could be considered as a legal interpretation of the Commission services.

http://ec.europa.eu/employment_social/sfc2007/sfc2007_help/documents/sfc2007-man-185_member_state_authority_manual.pdf

http://ec.europa.eu/employment_social/sfc2007/sfc2007_help/documents/sfc2007-man-184_member_state_managing_authority_manual.pdf


2. SYSTEM AND SOFTWARE REQUIREMENTS

The following system and software requirements apply for a smooth operation of the SFC2007 Information System:

Manual Main topics

Internet Connectivity

Supported browser versions:

• Microsoft Internet Explorer version 7 or higher

• Mozilla Firefox version 3 or higher Additional requirements:

• A direct or indirect access to the Internet must be available.

• A proxy, if used, must support HTTPS.

• JavaScript must be authorised. See section Authorising JavaScript.

• The storage of encrypted content on the hard disk must be authorized. See section Authorising the storage of encrypted content on disk.

Adobe Acrobat Reader Supported version:

• Version 7 Additional requirement:

• The SFC2007 e-Signing certificate must be installed for allowing the electronic signature (See section Installing the European Commission's public key for SFC2007).

Visualisation applications The member states can upload files in various formats. It is of course required to dispose of the appropriated visualisation applications. Examples:

• Microsoft Word documents (.doc, .rtf)

• Microsoft Excel documents (.xls)

• Microsoft PowerPoint documents (.ppt)

• Flat text documents (.txt)

• Graphic documents (.jpg, .tiff, …)

Important note:

Due to a recent version change of SFC2007 you will once need to clear the cache in Internet Explorer.

For Internet Explorer 7, proceed as follows: • Close all browser windows. • Reopen and go to Tools | Internet Options. • In the Browsing history section on the General tab, click the Delete… button. • On the Delete Browsing History dialog, click the Delete all... button. • Close again all browser windows. • Reopen your internet browser and log in again to SFC2007.


If you are still using Internet Explorer 6, proceed as follows: • Close all browser windows. • Reopen and go to Tools | Internet Options. • Click the Delete Files button in the Temporary Internet Files section on the General tab.

click the Delete button. • Close again all browser windows. • Reopen your internet browser and log in again to SFC2007.

2.1. Authorising JavaScript

Perform the following procedure to verify if JavaScript is authorised in Microsoft Internet Explorer 7: 1. Select Internet Options from the Tools menu. 2. Select the Security tab. 3. Select Internet in the Web content zone selection box. 4. Click the Custom Level button and verify if the following options in the Scripting

section have been activated:

• Active scripting • Scripting of Java applets

Perform the following procedure to verify if JavaScript is authorised in Mozilla Firefox 3: 1. Select Options from the Tools menu. 2. Select the Content tab. 3. Verify if the Activate JavaScript check box has been selected.

2.2. Authorising the storage of encrypted content on disk

Perform the following procedure to verify if you can store encrypted pages on the disk for Microsoft Internet Explorer 7: 1. Select Internet Options from the Tools menu. 2. Select the Advanced tab. 3. Browse to the Security section. 4. Verify that the option Do not save encrypted pages to disk is NOT activated.

Note: The option not to allow encrypted content on disk is not available in Mozilla Firefox 3. You therefore do not need check this requirement, if you are using this web browser.

2.3. Installing the European Commission's public key for SFC2007

Documents sent to the Member States by the European Commission contain a digital signature. This signature guarantees that the documents come from the European Commission and that the document has not been modified in any way since it was created.

In order to recognise the digital signature from the Commission, you need to install the European Commission's public key for SFC2007 on all PCs using SFC2007. Perform the following procedure to do so.


1. From the CIRCA web site, download a copy of the public key file.

The URL of the CIRCA web site is: http://forum.europa.eu.int/Members/irc/regio/sfc2007/library?l=/control_security/public_key/sign_cacer/_EN_1.0_&a=i The public key file name is: sign_ca.cer.

2. Open Adobe Acrobat Reader 7.0. 3. In the Document menu, select the Trusted Identities option.

The following dialog is displayed:

4. From the Display drop-down list, select the Certificates option. The existing certificates will be displayed.

5. Click the Add Contacts button. The following dialog is displayed:

6. In the next window which opens, click on the Browse button. The following dialog is displayed:


7. Select the certificate file you previously downloaded (sign_ca.cer) and click the Open button. The certificate is displayed in the Contacts section.

8. Select the certificate and click the Import button at the bottom of the window. The following dialog is displayed:

9. Click the OK button to return to the Manage trusted Identities dialog.

The SFC2007 certificate has been added to the list. 10. Select the SFC2007 certificate and click the Edit Trust… button.

The Edit Certificate Trust dialog is displayed. 11. Select the check boxes Signatures and as a trusted root and Certified documents.


12. Close both dialogs.

The SFC2007 certificate has now been installed. On the cover page of documents sent by the European Commission, this will be reflected as follows:


3. LOGGING IN TO SFC2007

3.1. Applying for a User Account (Member State users)

The following procedure explains how to request an SFC2007 user account. 1. Fill out the application form.

The application form can be found at the SFC2007 Circa group: http://circa.europa.eu/Members/irc/regio/sfc2007/library?l=/control_security/sfc2007_multiple_1/_EN_1.11_&a=i

2. Ask your MS Liaison Officer to transmit the filled-out form to the Commission. The list of MS liaison officers is available at the SFC2007 Circa group: http://circa.europa.eu/Members/irc/regio/sfc2007/library?l=/control_security/sfc2007-pm-105bis/_EN_1.16_&a=i

3. Wait while the Liaison Officer sends your application form to the Commission and the Commission creates a username and password combination for you. This username will allow you to access the SFC2007 functionalities matching your user profile.

4. Upon receiving an e-mail message from the Commission, find out your username and as well as the first part of your password.

5. Ask your MS Liaison Officer for the second part of the password. 6. You are now ready to log in to the SFC2007 web application.

Refer to the section Logging in to SFC2007.

3.2. Applying for User Account (European Commission users)

If you work at DG AGRI, DG REGIO or DG FISH, you must fill out your local access request forms or contact your local helpdesk. Your username and password are your ECAS codes.

If you work at DG EMPL, fill out the "Formulaire Unique". You will receive an e-mail message from the SFC2007 Support service indicating that your account has been created. Your username and password are your ECAS codes.

3.3. Logging in to SFC2007 (Member State AND European Commission users)

The following procedure explains how to log in to SFC2007: 1. Open a supported Internet Browser and enter the following URL:

https://webgate.ec.europa.eu/sfc2007/frontoffice Note: You may add this URL to your Favorites or Bookmarks. The ECAS Login screen is displayed:

2. Fill out your SFC2007 Username and Password and click the Submit button. Note: If you do not yet dispose of an SFC2007 Username and Password, you have to apply for them. Refer to the section Applying for a User Account. Once you have correctly entered your Username and Password, the following message is briefly displayed: You have been authenticated successfully by the Authentication Service.


Then, the initial SFC2007 screen is displayed:

3. You can now start using the SFC2007 system.

Refer to section Introducing the SFC2007 User Interface for a general description of the Interface elements.

3.4. Changing your SFC2007 password

You may decide to change the SFC2007 Password you received from the European Commission.

Perform this procedure to do so: 1. Open an Internet Browser session and browse to the following URL:

https://webgate.ec.europa.eu/sfc2007/frontoffice The ECAS Login screen is displayed.

2. Select the Change password link. 3. Fill out your SFC2007 Username and current Password and click the Submit button.


The ECAS Change Password screen is displayed:

4. In the ECAS password field, enter again your current password. 5. In the New ECAS password, enter your new Password.

Respect the rules mentioned above the introduction fields. 6. In the Confirm new ECAS password, re-enter your new Password. 7. Click the Submit button.

The new Password is validated and the SFC2007 initial screen is displayed.


4. INTRODUCING THE SFC2007 USER INTERFACE

Once you have correctly logged in, the initial SFC2007 screen is displayed:

This Start page contains the following areas: • Header Area • Menu bar • Work Area These areas will be explained in the following sections.

4.1. Header Area

The Header Area is identical to all SFC2007 screens:

It contains the following elements:

Element Description

User Name This field contains the User Name you used to open the current SFC2007 session. In this example, the Username is w0050164.

Node This field contains the indication of the Node the Username is linked to. The following possibilities apply:

• If you are an SFC2007 User at the European Commission, the Node indication is always EC.

• If you are an SFC2007 User at the national level of a Member State, the Node indication will match the country code of your Member State. In the example above, the country code is HU, referring to Hungary.

• If you are an SFC2007 User at a subordinate (regional) level of a Member State, the Node indication will match the region code defined for the Member State Region. For example, the Code DEA06 refers to Berlin (Germany).

Profile drop-down list

This drop-down list contains the different profiles assigned to your User Name. Select the required one.

Application version This field contains the current version number of the SFC2007 application.


Element Description

Links The following links are always available in the upper right corner:

• Help: Click this link to access manuals, help and e-learing documentation.

• Home: Click this link to return to the currently displayed Home page.

The following link is only available, if you are a Member State user:

• Logout: Click this link to log out the SFC2007 application. You will have to provide your ECAS password to regain access to the application.

Note: This link is not available to European Commission Users, as they use the ECAS login to access other Commission applications as well.

Language selection The user interface is displayed by default in the language selected on your computer regional settings. You can however select another language from the drop-down list.

Note: Reports created during an SFC2007 session will be generated in the selected language. The application will be displayed in the selected language the next time you access the application.

Participating Funds/ Selected Option

On the initial SFC2007 screen, the Funds managed by the application are displayed: ERDF/CF, ESF, EAFRD and EFF. Once you have selected an option from the menu bar, the selected option indication is displayed.

Example:

4.2. Menu bar

The SFC2007 Menu bar is located under the Header Area. When you click a menu, its options are displayed in the form of a drop-down menu. You select an option by pointing to it and then clicking it:

The 9 Menus (Strategic Planning to Utilities) are always available as displayed above. They represent the Object Categories managed by SFC2007.

The User Role (e.g. MSA or MSMA) and the User Node (e.g. European Commission, Member State) determine which Object Types are displayed. If a menu does not contain any Object Types for your User Role and Node, it cannot be expanded and a little square is displayed:


4.3. Work Area

When you access the initial SFC2007 screen, the following message is displayed in the Work Area:

Welcome to the SFC2007 application

This message will also be displayed, when you click the Home link in the upper right corner.

4.3.1. Generic workflow for Objects in SFC2007

When you are working with Objects in SFC2007, you typically follow the following generic workflow:

When you follow this workflow, you will be confronted with the three screen types in the Work Area: • List screen • Display screen • Edit screen The generic aspects of these screen types are described in the following sections.

4.3.2. List screen

When you select an option from a drop-down menu, the List screen for the Object Type matching the selected option will be displayed in the Work Area.

In the following example, the Operational Programme option is selected from the Programming drop-down menu. As a result, the List screen for Operational Programmes is displayed:


The List screen contains two panes and one link: • Search Criteria Pane

This pane contains a number of fields allowing you to enter search criteria. Only Objects matching all defined criteria will be listed in the Matching Entries Pane.

• Matching Entries Pane This pane contains the list of the Entries matching all Search Criteria defined in the Search Criteria Pane. When you access the List screen, no search criteria have been defined, so that the Matching Entries pane lists all entries.

• Create New Object Link This link allows the creation of a new Object of the selected type. This link is only available for users having the necessary permissions.

These panes and link are explained in the following sections.

4.3.2.1. Search Criteria Pane The Search Criteria Pane always contains a number of Search Fields allowing the introduction of Search Criteria. Only entries matching all defined Search Criteria will be listed in the List of Matching Entries. When you first access the Search Page, no search criteria have been defined. That is why all available Objects are listed in the Matching Objects Pane.


Examples: • No Search Criteria defined:

• Search Criteria defined:

In the example above, search criteria were defined by selecting a value from two drop-down lists.

• Search Criteria with Wildcards defined:

In the example above, search criteria were defined by entering values directly into the regular search fields (that are not drop-down lists). Note that the search function is case-sensitive and that you can use the indicated wildcards.

Some or all Search fields are accompanied by a check box in the Show column. By default, all Show check boxes are selected. By consequence, the matching columns are displayed in the Matching Objects pane. If you want to hide one or more columns, clear the matching check boxes.

Search fields without Show check box contain essential information that cannot be hidden in the Matching Objects pane.


Examples: • Default setting: All check boxes selected:

• Some check boxes cleared:

Note: You can make the hidden columns reappear by selecting the check boxes again. Furthermore, the CCI column will always be present in the list of matching entries, as there is no check box to be cleared.

4.3.2.2. Matching Entries Pane The Matching Entries Pane contains columns with information about the entries matching the Search Criteria defined in the Search Criteria Pane. Which information columns are displayed for each entry, is defined by the selected Show check boxes in the Search Criteria Pane.

The Matching entries pane looks as follows:


In the header area, the following elements and options are available:

Option Description

Browse status The browse status indicates:

• the number of matching entries (or results)

• the relative position of the currently displayed entries.

Browse options There are two Browse options:

• Browse buttons: Click a Browse button to move through the pages of matching entries:

• Page links:

Click a Page link to move directly to that page of matching entries:

In this example, there are two pages of matching entries. The link matching the currently displayed page (page 1) is displayed in bold.

Display options There are two Display options:

• Number of entries per page: Enter the required number in this field.

The pages with matching entries will contain this number of matching items. The default value is 10, which allows you to see all the entries on the page without having to scroll down. When you define another value (as in the example above), this value will be maintained, until you close the session. When you start a new session, the default value will again be used.

• Show all: Select this link to display all matching entries on a single page. If the list is long, you will have to scroll down to see the entries.


Option Description

Export options The Export options allow exporting the list of matching entries in three formats:

• Microsoft Excel:

Click the icon to export the list of matching entries as a Microsoft Excel Workbook with the default name detail.xls. You may change this name when downloading the file. The file has the following appearance:

• Adobe Acrobat 7.0 Document (PDF):

Click the icon to export the list of matching entries as an Adobe Acrobat 7.0 Document with the default name detail.pdf. You may change the name when downloading the file. The file has the following appearance (opened in Adobe Reader 7.0):

• CSV file (Comma Separated Values):

Click the icon to export the list of matching entries as a CSV file with the default name detail.txt. You may change the name when downloading the file. The file has the following appearance (opened in Notepad):

Fields are separated by the | ('pipe') character.


Option Description

Selected sort option

It is possible to sort the list of matching entries in ascending and descending order of the selected column:

• By default, the displayed entries are sorted in the ascending order of the values in the left column. In the following example, the matching items are therefore sorted in the ascending order of the CCI column:

The default sort icon ( ) is displayed for all columns.

• Click a column heading once to sort the displayed entries in ascending order by the values in the selected column. In the following example, the matching entries are sorted in ascending order by the column Status:

The ascending sort icon ( ) is displayed for the selected column.

• Click the same column heading a second time to sort the displayed entries in descending order by the values in the selected column. In the following example, the matching entries are sorted in descending order by the column Status:

The descending sort icon ( ) is displayed for the selected column.


The main body of the List of Matching Entries pane contains one line of information for each Entry matching the defined Search Criteria:

Which information is displayed for each Entry, depends on the settings in the Search Criteria pane: only fields for which the Show check box has not been cleared have a matching column in the main body of the Matching Entries pane.

The information in the left column always identifies the main Object. In the example above, the CCI identifies the Operational Programme. The information in the left column is represented as a link giving access to the Display screen of the selected main Object. In the example above, the CCI is thus represented as a link giving access to the Operational Programme Display screen.

The other columns are typically read-only and provide additional information about the main Object. It is however possible that the information in another column is also represented as a link giving access to the Display screen of an associated Object. In the example above, the Decision column contains links giving access to the Decision Display screen.

4.3.2.3. Create New Object Link If available, the link allowing the creation of a new Object is located underneath the List of matching Entries:

In the example above, the link Create a new Operational Programme is available. This means that you can indeed create a new Operational Programme.


If it is currently not possible or if you are not authorised to create a new Object, the link is not available:

The reasons for this can be various: • Your role does not allow you to create new Objects. In the example above, the Member

State Managing Authority has the right to create a new Operational Programme, whereas the Member State Authority does not dispose of this right.

• The conditions required for creating a new Object are not fulfilled.

4.3.3. Display Screen

You can access the Display screen for a specific Object by selecting the Object in the Matching Entries pane.

The Display screen provides an overview of the current settings for the selected Object. Dependent on the Object state and the User Privileges, the user may also be able to edit the values.

As Display screens tend to contain a lot of sections, you may have to scroll up and down to visualise all information. In the following example, the Operational Programme Display screen has been shortened for simplicity reasons:


The following elements are available:

Option Description

Links A number of links is available at the top of the screen. The following links are always available:

• Return to list: Click this link to return to the Display screen listing the Entries matching your Search Criteria.

• Print: Click this link to generate a Report containing all encoded official information about the Object. Sample reports are included in the manuals about the specific Object Types.

• Print All: Click this link to generate a Detailed Report containing all encoded official information about the Object, plus information required to manage the Object, such as Last Validation Results, History and Officials in Charge.

These links are also available as Fix links at the bottom of the screen. Other links are available, depending on the Object's status and the user type and privileges.

Sections The main part of the Display screen consists of sections containing information about the Object. By default, most sections are expanded, meaning that their content is displayed. If the Collapse icon ( ) is available in the upper right corner of a section, you can click it to collapse the section.

On the contrary, the sections Officials in Charge, Latest Validation Results and History are collapsed by default, meaning that only their title bars are displayed. You can click the Expand icon ( ) to expand these sections. The information fields displayed in the sections are read-only. This is also the case for the Status boxes, although they look as check boxes.


Option Description

Edit links Click the Edit link in the lower left corner of a section, if you need to change the settings in that section. The Object's Edit screen will be displayed and the tab matching the selected section will be active.

If the Edit link is not available, this means that you cannot change the Object's settings at this moment.

Possible reasons: • Your User Profile only allows viewing the Object's setting, not

editing them.

• The current status of the Object in its workflow does not allow you to change it.

Example:

In this example, the Edit link is not available, because the User logged in as a Member State Managing Authority and the Operational Programme Status has been set to Decision Taken. The MSMA can no longer change the settings for this version of the OP.

4.3.4. Edit Screen

The Edit screen allows editing the settings for the selected Object. It consists of a number of tabs and subtabs matching the sections on the Display screen. You can access the Edit screen for an Object by clicking the Edit link in one of the sections. As a result, the Edit screen will be displayed and the tab or subtab matching the selected section will be active.


The complete Edit screen looks as follows:


The following elements are available:

Option Description

Screen heading The screen heading contains the identifying information about the Object. In the example above, the following identifying information about the Operational Programme is provided:

• CCI

• Title

• Version

• Status

The icon is available next to the Status Indication, if there is a comment associated with the last entry in the History table. In the example above, a comment was entered by the European Commission Operational Agent, when he returned the Operational Programme for correction. You can click the icon to display the comment in a temporary window:

Click the Close case ( ) to close the Comment window.

Information tabs The main part of the Edit screen consists of tabs containing information fields about the Object. To edit the settings, select the required tab and perform the required changes. Most tabs as well as the information fields on them are specific for the selected Object type. For a description of the information fields, please refer to the relevant chapters and sections in the detailed SFC2007 user guides.

However, the tabs Authorities, Documents and Officials in Charge are common to all Object types. Refer to the following sections for an introduction to these common tabs:

• Authorities tab

• Documents tab

• Officials In Charge tab

Buttons The Save and Cancel buttons are located below the Information tabs:

• Click the Cancel button to cancel the modifications on the current tab.

• Click the Save button to save the modifications on the current tab.

Attention: If you change the settings on a tab and move to another tab without saving the changes, these changes will be lost!

Return to Display This link is located in the lower left corner of the Edit screen. Click it to return to the Display screen for the currently selected Object. Return to the Display screen after having performed and saved the required changes to the Object information fields. On the Display screen, you can perform other actions on the Object, such as validating, sending, etc.


5. INTRODUCING COMMON SECTIONS ON THE SFC2007 DISPLAY SCREENS

The following sections are common to the Display screens of various SFC2007 Objects. As they behave in a similar way for these Objects, they are explained once in this chapter.

The common tabs are: • Authorities section • Documents section • Officials in Charge section Please refer to the dedicated sections for a detailed description.

5.1. Authorities section

The Authorities section on an Object Display screen lists the Authorities defined for the Object. The Authorities section always appears as follows on the Display screen:

For each listed Authority, the following fields are available: • Type • Name • Address • Contact • Phone • Fax • Email For a description of these fields, refer to section Authorities – Data fields or click an individual field link in the list above.

Click the Edit link, if you need to define an additional Authority or to edit an existing one. The Object Edit screen will be displayed and the Authorities tab will be active. Refer to Editing the Authorities tab.


5.2. Documents section

The Documents section on an Object Display screen lists the Documents defined for the Object. The Documents section always appears as follows on the Display screen:

For each listed Document, the following fields are available: • Title • Type • Language • Attachments • Document Date • Sent Date For a description of these fields, refer to section Documents – Data fields or click an individual field link in the list above.

Click the icon in the right-most column to display additional information about the Document definition:

The following additional information is displayed in a callout for the selected document: • Sent by • Commission Registration No • Local Reference • Member State For a description of these fields, refer to section Documents – Data fields or click an individual field link in the list above.


5.3. Officials in Charge section

The Officials in Charge section on an Object Display screen lists the Authorities defined for the Object. The Officials in charge section always appears as follows on the Display screen:

For each listed Authority, the following fields are available: • Name • Phone • Fax • Email • Valid From • Valid until For a description of these fields, refer to section Officials in Charge – Data fields or click an individual field link in the list above.

Click the Edit link, if you need to define an additional Official in Charge or to edit an existing one. The Object Edit screen will be displayed and the In Charge tab will be active. Refer to Editing the In Charge tab.


6. INTRODUCING COMMON TABS ON THE SFC2007 EDIT SCREENS

The following tabs are common to the Edit screens of various SFC2007 Objects. As they behave in a similar way for these Objects, they are explained once in this chapter.

The common tabs are: • Authorities tab • Documents tab • Officials in Charge tab Please refer to the dedicated sections for a detailed description.

6.1. Authorities tab

The Authorities tab on an Object Edit screen lists the Authority definitions defined for the Object. The Authorities tab always appears as follows on the Edit screen:

For each listed Authority, the following fields are available: • Type • Name • Email For a description of these fields, refer to section Authorities – Data fields or click an individual field link in the list above.

You can now: • Edit an existing Authority definition by clicking the link in the Name field. • Delete an existing Authority by clicking the Rubbish bin icon ( ). • Add a new Authority definition by clicking the link at the bottom of the screen.


6.1.1. Editing an existing Authority

Click the link in its Name field to change the settings for an existing Authority.

The screen looks as follows:

The following fields are available: • Type • Name • Address • Contact • Phone • Fax • Email For a description of these fields, refer to section Authorities – Data fields or click an individual field link in the list above.

Perform the required changes and click the Update button to save them.


6.1.2. Adding a new Authority

Click the link Add a new Authority to create an additional Authority for the Object.

This following screen is displayed:

The following fields are available: • Type • Name • Address • Contact • Phone • Fax • Email For a description of these fields, refer to section Authorities – Data fields or click an individual field link in the list above.

Once you have completed the fields as required, click the Add button and repeat this step for all Authorities you want to add.

6.1.3. Authorities – Data Fields

The following table lists the fields available for an Authority definition. For each field, the following information is provided: • Field name • Description • Maximum Length (M.L.) expressed as a number of characters. If the maximum field

length is not relevant, the field contains a dash (-).The field length is not relevant for check boxes, for fields containing a date and for fields for which a predefined value must be selected from a drop-down list.

• Status: M (Mandatory) or O (Optional)

Field name Description M.L. Status

Type This field contains the Type selected for this Authority definition. The available Authority types depend on the Object. When you are creating or editing an Authority, this field contains a drop-down list from which you can select the required value.

- M



Name This field contains the name of the Authority involved in the Operational Programme (Institution, Ministry etc). When you are creating or editing an Authority, you can enter or edit the value in this field.

255 M

Address This field contains the Authority address. When you are creating or editing an Authority, you can enter or edit the value in this field.

255 O

Contact This field contains the name of the contact person at the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field.

60 O

Phone This field contains the phone number to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field.

20 O

Fax This field contains the fax number to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field.

20 O

Email This field contains the e-mail address to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field.

255 O


6.2. Documents tab

The Documents tab on an Object Edit screen displays Document definitions assigned to the selected Object. The Documents tab always appears as follows on the Edit screen:

At the top of the tab, the standard browse and display options are available to scroll through a long list of Documents.

By default the Documents are listed in chronological order of the Document Date. You can change the sort order by clicking any column heading. The documents will be sorted in ascending order of the selected column. If you click the same column a second time, the documents are sorted in the descending order.

For each listed Document, the following fields are available: • Title • Type • Language • Document Date • Sent Date For a description of these fields, refer to section Document Definitions – Data fields or click an individual field link in the list above.

You can use this screen to: • Access the Document Details screen by clicking the link in the Title field. • Delete an existing Document definition by clicking the Rubbish bin icon ( ).

Documents can only be deleted, if they have not yet been sent to their intended recipient (i.e. from a Member State to the European Commission or from the European Commission to a Member State) and if the Document creator and the user now accessing this screen belong to the same node (they are both Member State users or both European Commission users). For Documents that cannot be deleted, the Rubbish bin icon is not available.

• Add a new Document definition by clicking the link at the bottom of the screen. • Display the name of Document attachment by pointing to one of the numbered links in

the Attachment column:

• Open an Attachment by double-clicking a numbered link in the Attachment column.


6.2.1. Using thte Document Details screen

When you click a link in the Title field on the Documents tab, the Document Details screen is displayed.

This screen can appear in Edit mode or in Read-only mode. Refer to the dedicated sections for a detailed description.

6.2.1.1. Document Details screen appearing in Edit Mode The Document Details screen appears in Edit mode if: • the user having created the Document and the user now accessing it belong to the same

node (Member State or European Commission), AND • the Document has not yet been sent to its intended recipient (from the Member State to

the European Commission, or vice versa) The Document Details screen in Edit mode appears as follows:


You can now perform the following actions:

Action Description

Edit the Document definition fields

The Document Detail fields are located at the top of the screen. The following fields are available, most of which can be edited:

• Type (You cannot change the Document type for an existing Document definition)

• Title

• Document Date

• Language

• Commission Registration No. (This field is accessible in this example because the Document definition was created by a user at the European Commission).

• Local Reference (This field is not accessible in this example, as it was created with a Commission user account. The Local Reference field is accessible when you log in with a Member State user account.)

• Comments

• Member State

• Notification Details For a description of these fields, refer to section Document definitions – Data fields or click an individual field link in the list above.

Edit the accessible fields as required and click the Save button.

Open existing Attachments

The Attachments linked to the Document definition are listed in the Attachments section. The following fields following fields are available:

• Title

• Filename or link

• Upload Date For a description of these fields, refer to section Attachments – Data fields or click an individual field link in the list above.

Click the link in the Filename or Link field to open the Attachment. The following screen is displayed:

You can open the file to view its contents or save a local copy.

Delete existing Attachments

Click the Rubbish bin icon ( ) next to the attachment to be deleted. The link between the file or URL and the Document definition is deleted and the attachment disappears from the attachment list.

However, the referenced files are evidently NOT deleted by this action.


Action Description

Add new Attachments

Click the link Add a new Attachment located below the Attachment overview. The following screen is displayed:

At the top, the following Document definition fields are displayed: • Title • Type These fields appear in read-only mode. At the bottom, you can define the Attachment definition fields: • Title • Attachment to Fill out the fields as required and click the Save button.

6.2.1.2. Document Details screen in read-only mode The Document Details screen appears in Read-only mode if: • the user having created the Document and the user now accessing it do not belong to the

same node (Member State or European Commission), OR • the Document has already been sent to its intended recipient (from the Member State to

the European Commission, or vice versa) In this case, you can only open existing Attachments.

The Document Details section appears in read-only mode. The following fields are displayed: • Type • Sent date • Title • Document date


• Language • Commission Registration Number • Local Reference • Comment • Member State • Notification Details For a description of these fields, refer to section Documents – Data fields or click an individual field link in the list above.

The Attachments section displays the files attached or linked to the Document definition. You can click a filename or URL link to open and view an attachment and to save a local copy. You cannot delete or change existing attachments, nor add additional attachments.

The following fields are displayed: • Title • Filename • Link • Upload Date For a description of these fields, refer to section Attachments – Data fields or click an individual field link in the list above.

6.2.2. Adding new Document definitions

On the Document Detail screen, click the link Add a new Document to add a new Document definition:

The following screen is displayed:

The following fields are available: • Type • Title


• Document Date • Language • Commission Registration No. • Local Reference • Comments For a description of these fields, refer to section Document definitions – Data fields or click an individual field link in the list above.

Once you have completed the fields as required, click the Save button. The following screen is displayed:

Description: • The Document definition is saved. • The link Add a new Attachment is displayed below the Attachment list. Refer to the

section Adding new Attachments. Once you have added a first Attachment, the following screen is displayed:

Description: • The added Attachment is displayed in the Attachments list. Refer to the section

Attachments – Data fields for a description of the available fields. • The Notification Details section may become available in the Document Details pane.

Click the link or refer to Documents – Data fields for a description of this section. • The Send button may become available below the Attachment list. You may click it to

send the Document definition without sending the complete Object.


6.2.3. Adding new Attachments

You can add attachments to a Document definition, if that Document definition has been saved but not yet sent. In that case, the link Add a new Attachment is available in the Attachments section of the Document Details screen:

When you click this link, the following dialog is displayed:

The Document section of the screen displays the following fields in read-only mode: • Title • Type For a description of these fields, refer to section Document definitions – Data fields or click an individual field link in the list above.

The Attachment section contains the following fields: • Title • Attachment To Refer to the section Attachments – Data fields for a description of the available fields.

Once you have completed the fields as required, click the Save button.

6.2.4. Document Definitions – Data Fields

The following table lists the fields available for a Document definition. For each field, the following information is provided: • Field name • Description • Maximum Length (M.L.) expressed as a number of characters. If the maximum field

length is not relevant, the field contains a dash (-).The field length is not relevant for


check boxes, for fields containing a date and for fields for which a predefined value must be seleted from a drop-down list.



Title This field contains the user-defined title for the Document definition. When you are creating or editing a Document definition, you can enter or edit the value in this field.

255 M

Type This field contains a description of the document type. These types are dependent of the Object type. When you are creating or editing a Document definition, this field contains a drop-down list from which you can select the required value.

20 O

Language This field contains an indication of the language in which the attachments are written. When you are creating or editing a Document definition, this field contains a drop-down list from which you can select one of the official EU languages.

- M

Attachments This field contains numbered links to one or more attachments. You can click an attachment to open it.

- C

Document Date This field contains a user-defined creation date for the document definition. When you are creating a new Document definition, you can enter a date in the format dd/mm/yyyy or click the Calendar icon ( ) and select the date on the Calendar:

- M

Sent date This field is filled out automatically with the date on which the document definition (and its attachments) was sent by the Member State to the European Commission or by the European Commission to the Member State. The field is empty if the Document has not yet been sent.

- O

Commission Registration No.

This field may contain the Commission Registration number. This is currently the Adonis number. When an SFC2007 User at the European Commission is creating or editing Document definition, he may enter (or edit) the required Adonis number in this field.

240 O



Local Reference This field may contain the local reference of the Document definition. When an SFC2007 user at a Member State is creating or editing a Document definition, he may enter (or edit) the required Local Reference in this field.

240 O

Comments This field may contain the comments linked to the Document definition. When you are creating or editing a Document definition, you can enter or edit the value in this field.

2000 O

Member State This optional field may indicate the Member State concerned by this document. It is only visible for SFC2007 Users at the European Commission. When an SFC2007 User at the European Commission is creating or editing a Document definition, he may select another Member State from the drop-down list.

- O

Notification Details This section is only available for Document definitions which can be sent separately (i.e. without sending the complete Object) to intended recipient (i.e. Member State or European Commission). In the example above, the section is available, because the Informal Operational Programme Proposal can be sent separately to the European Commission. The section contains two elements:

• Disable automatic notification: By default this check box is cleared, meaning that the recipients of the sent document are notified when the document definition is sent. Select the check box to prevent this notification.

• Comments: This field contains the comments to be sent with the notification. You can enter or edit the text. The maximum field length is 240 characters.

-

-

O O

Sent by This field contains the User Name of the person who sent the document (both Member State and Commission users). The User Name is displayed as a link. When you click the link, a blank e-mail message is opened to be sent to the e-mail address associated with the user.

- C


6.2.5. Attachments – Data fields

The following table lists the fields available for an Attachment definition. For each field, the following information is provided: • Field name • Description • Maximum Length (M.L.) expressed as a number of characters. If the maximum field




Title This field contains the user-defined title for the Attachment. When you are editing or adding a new Attachment, you can enter or edit the value in this field.

240 M

Attachment to There are two Attachment types:

• Upload: Select this option box, if you want to link the attachment by means of a Windows path. Then enter the Windows path in the Upload text field. As an alternative you can click the Browse button and browse to the file to be attached.

• Link (URL): Select this option box, if you want to link the attachment by means of an URL. Then enter the required URL in the Link (URL) text field. In an Attachment List, the defined URL is displayed in the Link field.

2000 M

Filename For Attachments linked to the Document definition by means of a Windows path, this field contains the defined filename. You can click the file name to open the Attachment. If the Attachment is linked by means of a URL, this field remains empty.

2000 O

Link For Attachments linked to the Document definition by means of a URL, this field contains the defined URL. You can click the URL to open the Attachment. If the Attachment is linked by means of a filename, this field remains empty.

2000 O

Upload date This field contains the data the file or link was assigned to the Document definition. This field is filled out automatically by the system.

- M


6.3. Officials in Charge tab

The Officials In Charge tab on an Object Edit screen lists the Officials in Charge of the Object in the Member State or at the Commission. The Officials in Charge tab always appears as follows on the Edit screen:

At the top of the tab, the standard browse and display options are available to scroll through a long list of Officials in Charge.

By default the existing Officials in Charge definitions are listed in alphabetical order of the name fields. You can change the sort order by clicking any column heading. The Officials in Charge definitions will be sorted in ascending order of the selected column. If you click the same column a second time, the documents are sorted in the descending order.

For each listed Official in Charge, the following fields are available: • Name • Phone • Fax • Email • Valid From • (Valid) Until For a description of these fields, refer to section Officials in Charge – Data fields or click an individual field link in the list above.

You can now: • Edit an existing Official in Charge definition by clicking the link in the Name field • Delete an existing Official in Charge by clicking the Rubbish bin icon ( ) • Add a new Official in Charge definition by clicking the link at the bottom of the screen.

6.3.1. Editing an existing Official in Change

Click the link in its Name field to change the settings for an existing Official in Charge.

The screen looks as follows:


The following fields are available: • Name • Phone • Email • Fax • Valid From • Valid Until • Automatically notified • Preferred language • Commission Official For a description of these fields, refer to section Officials in Charge – Data fields or click an individual field link in the list above.

Perform the required changes and click the Update button to save them.

6.3.2. Adding a new Official in Charge

Click the link Add a new Official in Charge to create an additional Official in Charge for the Object.

This following screen is displayed:

The following fields are available: • Name • Phone • Email • Fax • Valid From • Valid Until • Automatically notified • Preferred language • Commission Official For a description of these fields, refer to section Officials in Charge – Data fields or click an individual field link in the list above.

Once you have completed the fields as required, click the Add button and repeat this step for all Officials in Charge you want to add.


6.3.3. Officials in Charge – Data fields

The following table lists the fields available for an Official in Charge definition. For each field, the following information is provided: • Field name • Description • Maximum Length (M.L.) expressed as a number of characters. If the maximum field




Name This field contains the name of the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field.

240 M

Phone This field may contain the phone number to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field.

255 O

Email This field contains the e-mail address to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field.

20 M

Fax This field may contain the fax number to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field.

255 O

Valid From This field may contain the start date of the validity period for this entry. To define or change the date, enter the date in the dd/mm/yyyy format or click the Calendar Icon ( ) and select the required start date.

20 O

Until This field may contains the end date of the validity period for this Official in Charge. To define or change the date, enter the date in the dd/mm/yyyy format or click the Calendar Icon ( ) and select the required start date.

- O



Automatically Notified

By default, this check box is selected, which means that the Official in Charge will be notified of events related to this Object. You can clear this check box to cancel this notification.

- O

Preferred language This field may contain the language preferred by this Official in Charge. E-mail messages to this Official In Charge will be drafted in the selected language. To define or change the preferred language, select a value from the drop-down list. If no Preferred language is selected, the e-mail messages will be sent in English.

- O

Commission Official

By default, this check box is not selected, which means that the Official in Charge is not working at the European Commission, but in a Member State. Only users working at the European Commission may change the status of this check box.

- O