FORCE FP7 User Manual
Contents
1. Ej The Form s summary and all individual Form Cs Figure 68 Choosing Submission Summary Type FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 43 of 43 PRINTING FORM CS2. FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 31 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 ET FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 3 3 2 Create a Sub Department Form C This section is only applicable to projects with special clause 30 This means that Form Cs can be encoded for Sub Departments costs The creation process the same as that of the parent Form C with the exception of the ICM that is forced to Real Indirect Costs Lp Sub Department of A Be Figure 42 Add Sub Department Form C The Form C creation is exactly the same as the parent Form C For participant sub department see 3 3 Create Draft Form C and for third party sub department see 3 3 1 Create Third Party Form C 3 4 Submit Form C to Coordinator Once a Beneficiary has completed their Form C it should be submitted to the Project Coordinator This is done from the Edit Form C Page by clicking the l H button at the bottom right of the page Validation is performed and if any business rules are broken the Edit Form C Page will be redisplayed with any error messages displayed near the top of the page see Figure 43 Validation Exception One or more issues were discovered during validation Financial Statement signature Missing mandatory value Financial Statement signature date Missing mandatory value Figure 43 Validation Issues when Submitting
3. Participant List Submissions List ooo 2 Reporting Period All periods 5 z Submission f List of beneficiaries Beneficiary No Short Name EC Submission Date Reporting Period ersion Status Submission peg II aora a po A AAA AAA A a o o Universi Ww Web encoded Form Cs UOL Submitted Showing page 1 1 Figure 28 Submission History Page The button Participant List 1 redirects the user to the participant list view see 2 3 1 Beneficiaries List FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 25 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc The Submission History Page shows the submissions for a project or reporting period Initially submissions are shown for all reporting periods listed in order with the most recent at the top To review the submission for a reporting period the List Box 1 is used to select the required period Each submission is expandable meaning that by clicking on the buttons in section 2 the submission Beneficiary details can be shown or hidden In the example see Figure 28 Submission 3 has been expanded to show a summary of its Form Cs The E icon expands and the icon collapses the submission details For contracts with special clause 10 Third Party Form Cs will appear directly below their linked Cont
4. Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 Declaration of Receipts in Did you receive any financial transfers or contributions in kind free of charge from third parties Or did the project generate any income which could be considered a receipt according to Art 11 17 of the grant agreement If yes please mention the amount in 478 Figure 35 Entering Receipts If the Form C is for the Coordinator enter any interest generated by the pre financing 3 Declaration of interest generated by the pre financing in To be completed only by the coordinator Did the pre financing you received generate any interest according to Art 11 19 If yes please mention the amount in 57al Figure 36 Entering Interest for Coordinator s Form C Next enter optional methodology certificate information if required 4 Certificate on the methodology Do you declare average personnel costs according to Art 11 14 12 Is there a certificate on the methodology provided by an independent auditor and accepted by the Commission according to Art 11 4 42 Mame of the auditor Eagle Eve Auditors Cost of the certificate in if charged under this project 495 Figure 37 Entering Methodology Certificate Information Enter the optional financial certificate information 5 Certificate on the financial statements Is there a certificate on the financial statements provid
5. Form C For a complete list of actions see 3 2 Select Beneficiary All Beneficiaries are shown but the system restricts the creation of a Form C based on the Beneficiary s start end date and the selected reporting period start end date Note if a project is terminated early it will no longer be possible to select a reporting period that falls after the cost cutoff date For projects with over a certain number of Beneficiaries normally 10 the Beneficiaries List will span several pages It is possible to navigate to different pages using arrows see bottom right and bottom left of section 3 or by clicking on the desired page number located centrally underneath the list see bottom center of section 3 H button which is used to submit one or more Form Cs to the Project Officer The button will be disabled until at least one Form C is For the Coordinator only at the bottom right of the page is the selected In the example two Contractors have Form Cs available to be submitted to the EC A Beneficiary that has universally transferred its rights and obligations will appear in the Beneficiaries List below the Beneficiary to which the transfer was made see Figure 8 Form Cs can still be created based on the Beneficiary s start end date and the selected reporting period start end date In the made up example below the University of Brighton has transferred its rights and obligations to the University of Bonn FO
6. Form C to Coordinator Note that even the Coordinator has to first submit their Form C in this way before it can be submitted to the EC This is so that all Form Cs are in the same state before submission to the EC see Figure 2 Form C State Transitions and also it performs validation for the Coordinator s Form C before it can be submitted to the EC 3 5 Rejecting a Form C If the Coordinator finds problems with a Beneficiary s Form C it can be rejected which puts it back into the Draft editable state Also if warnings or errors are found during validation the Coordinator can reject a Form C so that the Beneficiary can make the corrections FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 32 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 ETS FORCE FP7 USER MANUAL PROGRAMM Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc This is done on the View Form C Page by clicking the button 3 6 Submit Form Cs to the EC Coordinator Only Once the Form Cs for Beneficiaries and Third Parties if applicable have been created they should be submitted to the Project Officer Form Cs are submitted from the Beneficiaries List Page Beneficiaries List He 1 Reporting period Period 4 From O1f01 2011 To 31 12 2011 fA Beneficiary Beneficiary No Short Name Status Actions 3 o E VNF VENIS one ot dl EE Oe w H Showing page 1 1 i 2 gt pe to
7. Internet Explorer Mozilla Firefox Google Chrome Safari In Internet Explorer the Compatibility View Mode should be disabled e g in IE 8 Tools gt Compatibility View Settings uncheck the options of Compatibility View 1 5 Actions 1 5 1 Actions The user performs actions by pressing button on the bottom right of the panel The color of the button indicates the type of action e Blue buttons represent navigation actions No data is saved in the database when pressing a blue button e Red buttons represent cancel actions such as deleting or discarding data e Green buttons are used to save and update data The action buttons which are common for different screens are explained below Back to the previous screen Converts an old style Form C to a new style Form C Cancel the action Delete a Form C Save data for the current screen Submit the Form C to the project Coordinator Used by the Coordinator to submit Form Cs to the EC 1 6 Form C States FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 7 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc A Form C can have various states throughout its lifetime gt gt y eee si TAS This is the default state for a Form C and indicates that this version of the Form C is created but not yet
8. Resources ooocccccccnnccccnncnnnnccnnnnonaconnnononaronnnonnnnnnnnnnnnnrnnnnonnnarannncnniicnnns 19 2 44 Receipts Section 4 riales 24 PA BOOM econ ee A E E E E E vaseageeseumoronsolt 24 2 5 Submission Summary Page Coordinator Only ssssssssssesssosssssseossossssossossossosossossossososssssssossosss 25 2 6 Submission History Pareciera ATi 25 2 7 Formi CASTO Pate icscesssscasacerscecscsiecersinunsareceecetesarsaaaaaadecodecevecetenssanaiaandenedecersieeeneasesesseasssnndeandetoes 26 3 A A TI ion 28 3 1 INTOdUCHO Ns pastsss tus isso ici ic ai diiniita 28 3 2 Select Bene fnCIary a ccacecceece rece uecntecotecerecsusanseceteverscuucaavecstevescuesasseceteusbseutaseaveussaueuet penneeednceswonsuneeesvess 28 3 3 Create DATE FOIE docto 29 S L Create Nra Panty FONO atascos 31 33 2 CreateasSub Department FOTO Castas 32 3 4 Submit Form C to Coordinator scsi conos 32 3 5 REVO COINS a FOM GC erersiar rar ranira naana A aAA EAREN sois ANA NENENENER REAREA REINES NNNNA AS 32 3 6 Submit Form Cs to the EC Coordinator Only ssesssossssssesssossssoseossossssossoseossosossossossosossossssossosss 33 3 7 Request REVISION cosido A ANN EA AASS 36 3 8 Creating Adjustment Form CS ccsccsccsccsccscesccccecceccecceccsccsccsceccecceccecceccssscescescecceccecceccscescecceccess 37 4 PUO FONOS acess rgctsccsesc eects cacaee tec ceceteescseacesscacareseeeeetecedieedecesegsdsesceasendeeessceeaetaetie deeetsaedisiaeudass 39 4 1 Printing Beneficiary e s
9. Rights Each Beneficiary can use FORCE to create their own Form Cs Once created the Beneficiary submits the Form C to the Coordinator and once submitted to the Coordinator the Form C will be read only A Beneficiary can only view their own Form Cs other Beneficiaries Form Cs and submissions are hidden from them The Project Coordinator is responsible for creating their own Form Cs and reviewing all other Beneficiaries Form Cs The Coordinator can reject a Beneficiary s Form C in which case it becomes editable for the Beneficiary When the Coordinator is happy with the Form Cs they can submit them to the EC 1 4 3 Submission Once Beneficiary Form Cs have been created in FORCE and submitted to the Project Coordinator the Project Coordinator can submit them to the Project Officer A submission is a set of one or more Form Cs that are considered valid by the system all mandatory fields have been filled in and various financial rules are met Once submitted to the EC Form Cs are only available to the Project Coordinator and Beneficiaries in read only format 1 4 4 Language The system is available in the English language FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 6 of 43 GENERAL FRAMEWORK PROGRAMME 7 ETA FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 1 4 5 Browser settings The following browsers are supported by the system
10. coordinator Did the pre financing you received generate any interest according to Art 11 19 If yes please mention the amount in 4 Certificate on the methodology Do you declare average personnel costs according to Art 1 14 1 Is there a certificate on the methodology provided by an independent auditor and accepted by the European Union according to Art IL4 47 E Name of the auditor Cost of the certificate in if charged under this project 5 Certificate on the financial statements Is there a certificate on the financial statements provided by an independent auditor attached to this financial statement according to Art 11 4 42 Name of the auditor Cost of the certificate im 6 Beneficiary s declaration on their honour Name of the person authorised to sign this Financial Statement Date dd MM yyyy p Back nwert to Form with details Submit to coordinator e Figure 23 Convert to a Form C that supports Use of Resources Upon clicking on this button a notification window is shown see Figure 24 Do you want to add details in this Form C You are about to convert an old style Form C to a new style Form that contains details If you select Yes then a pop up window will be available for each cell of the new Form where you can provide cost details During this convertion the page will be redirected to the list of Beneficiaries If you select No then the Form C remains as before with
11. in the state Submitted to EC see Table 1 Form C States then the background to the PDF will be blank For all other states Draft Submitted to Coordinator Request for Revision and Archived the background will contain a watermark of the state see Figure 60 for an example of a Draft Form C In case that the Form C contains saved cost details the Beneficiary should click on the icon in order to download a PDF representation of the cost details as they are declared inside the Form C Upon clicking on the E icon s menu links the Form C gets automatically saved and the report shows the latest cost details Submitted Version 4 fA R Use of Resources Report categorized per Activity Use of Resources Report categorized per Cost Type Figure 61 Printing the cost details of a Beneficiary s Form C The user may select to view the report of Use of Resources categorized per Activity or per Cost Type see Figure 63 and Figure 64 for an example of Use of Resources report FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 39 of 43 PRINTING FORM CS A a o SEVENTH FRAM EMR L PROGRAMM E FRAMEWORK PROGRAMME 7 FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc FP7_FORCE_CEN_UM 1 7 doc Form Mode of Finanolal 2tstement par Anike for a integrated Praat Nba eed ee ee cic Mad Ga ee ld reed Bes Pe a a ee fed pa ol me ee
12. submitted Form C for a reporting period Adjustments Form Cs can be created for the Beneficiary for a later reporting period Two types of adjustment Form Cs can be created in the application They are identical in term of functionality only their interpretation by the financial officer is different To create an Adjustment Form C click the Ed icon To create an extrapolation adjustment Form C click the zg icon A popup window will appear asking for which previous reporting period the Form C is an adjustment see Figure 57 FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 37 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 TO FORCE FP7 USER MANUAL F a iair Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc New adjustment Form C i You are about to create a new adjustment Form C for this participant Please select the Form you would like to adjust The Form C submitted in reporting period 2 Figure 57 Selecting Reporting Period for Adjustment Clicking opens the Edit Form C Page which apart from a small amount of text see Figure 58 1 is the same as described in 2 4 Edit View Form C Page 1 Beneficiary Adjustment report for the costs of period 1 11 Contractor s Legal Name University of Life Short Name UL Figure 58 Edit Adjustment Form C Page For projects with special clause 10 Third Party Adjustment Form Cs can be created Th
13. 2 Top Menu Items Help E Close ay Or Figure 4 Top Right Links for All Users The top menus contain the following items e Help displays online help e Close or Logout logs the user out from the project and releases any locks held 2 3 Project Information Project Information Project Acronym CP Test Project Contract No 27 01 Funding Scheme Collaborative project Sub Funding Scheme Collaborative project generic Call Identifier Start Date dd mm yyyy 01 01 2008 End Date dd mm ryvyyy 1 31 12 2011 Figure 5 Project Information The Project Information see Figure 5 above is present on most FORCE pages and contains the following information e Project Acronym e Contract Number e Funding Scheme FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 12 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc e Sub Funding Scheme e Call Identifier e Project start date e Project end date For screens linked to a certain reporting period the reporting period information appears at the bottom of the Project Information section see below Figure 6 Start Date dd mm yyyy 01012008 Reporting period number 1 from 01 01 2008 to 31 12 2008 Figure 6 Reporting Period Information The reporting period information contains e Reporting p
14. EC Figure 44 Submitting Form Cs First select the Form Cs to submit by clicking the checkboxes on the left hand side of the Beneficiaries List 1 Then click the g button 2 This will show the Submission Summary Page Summary Financial Report Project Acronym CP Test Project Contract No 2701 Funding Scheme Collaborative project Sub Funding Scheme Collaborative project generic Call Identifier Start Date dd mm yyyy 01 01 2008 End Date dd mm yyyy 31 12 2011 O No errors were detected JA 233678 94 10155505 Requested EC contribution for the reporting period in 110130 2 Showing page 1 1 Figure 45 Submission Summary Page For each Form C submitted there is a row in the submission summary FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 33 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Status Final Reference FP7_FORCE_CEN_UM 1 7 doc If a problem is found with the data of a Form C a warning icon is shown Moving the mouse over the icon will reveal the message s see Figure 46 Warnings will not block the submission but it is good practice to correct them before submitting to the EC 82226 90 If 19326 15 24 Figure 46 Warning Message for a Form C It is also possible but unlikely that the submission contains errors This can occur if the validation rules were changed between the Submission to Coordinator and the Submission to
15. EWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 4 Edit View Form C Page 1 Draft Version 1 a Project Information Project Acronym CP Test Project Contract No 2701 Funding Scheme Collaborative project Sub Funding Scheme Collaborative project generic Call Identifier Start Date dd mm yyyy 01 01 2008 End Date dd mm yyyy 31 12 2011 Reporting period number 3 from 01 01 2010 to 31 12 2010 d D Beneficiary 2 Contractor s Legal Name versity of Life Beneficiary No Short Name Comment Lump Sums Used Indirect Cost Method tandard Flat Rate Funding for RTD activities Flat Rate for Indirect Costs d 1 Declaration of eligible costs lump sum flate rate scale of unit in d gt Eligible costs in Personnel costs Subcontracting A Other direct costs Indirect costs Lump sums flat rate scale of unit declared Total Contribution Requested EC contribution Y A 2 Declaration of Receipts in D Did you receive any financial transfers or contributions in kind free of charge from third parties O 4 Or did the project generate any income which could be considered a receipt according to Art 11 17 of the grant agreement If yes please mention the amount in Declaration of interest generated by the pre financi
16. FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Owner Issue Date Version DG RTD 25 05 2012 1 7 Framework Programme 7 FORCE FP7 User Manual FORCE User Manual DG Research Project Officer Signature FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 1 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc DOCUMENT HISTORY T 08 10 2008 Document fleshed out Paul MOODY 17 10 2008 1 0 Document corrected after review by Paul MOODY Mathieu POUSSE 28 08 2009 1 1 Updated for new layout and functionality Paul MOODY updated screen shots and added printing Split manual into FP6 and FP7 versions 22 10 2009 Updated for release of version 1 3 0 Paul MOODY 18 01 2010 Updated for release of version 1 3 5 Mathieu POUSSE Paul MOODY 20 04 2010 Add support for Sub Department Form Cs Mathieu POUSSE 14 09 2011 1 5 Updated for release 1 8 0 New type of Mathieu POUSSE adjustment Form Cs 27 02 2012 1 6 Updated for release 1 9 0 Use of E ALEXI Resources in Form Cs 25 05 2012 1 7 Updated for release 1 10 0 Early Bob DEBLIER Termination support FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 2 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH F
17. Form C Version 3 au When accepted the Form Submitted to Coordinator Submitted to EC stave inthicctate Figure 1 Form C State Transitions 1 7 Form C Types There are several Form C types that can be created and submitted in FORCE 1 7 1 Form C Types Normal Form Cs These are the cost claims one per beneficiary that are sent by the Consortium to declare costs for a period at the end of the period They can be used to launch a 1st payment for the period A In the case that not all cost claims of a period are send at the end of the period then the remaining cost claims can be submitted later in time They are usually termed Supplementary Form Cs amp they can be used to launch a 2nd payment for the period Adjustment Form Cs These are cost claims submitted in a period regarding costs that have been incurred in a previous period The purpose is to make adjustments positive or negative to previously declare costs Two types are available in the module Normal adjustment Form Cs Extrapolation adjustment Form Cs Third Party Form Cs For projects with special clause 10 specified Third Parties may also encode their costs in Form Cs In this case the Third Parties can have Normal and Adjustment Form Cs FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 9 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL F Prepared by B Deblier Date 25 05 2012 Revi
18. MEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc e Indirect Cost Method ICM e ICM Flat Rate Note fields with a only appear for certain project types 2 4 3 Costs Section 3 Type of activities A Total E 4 6 C D Eligible costs in Personnel costs Subcontracting i Other direct costs Indirect costs Lump sums Hat rate scale of unit declared Total Maximum EC Contibution Requested EC contribution Figure 14 Edit Form C Costs Section 2 4 3 1 Old style Form Cs The Costs section allows the declaration of costs for the Beneficiary The white cells are editable the grey cells are read only In the example see Figure 14 the user may enter costs for Personnel costs Subcontracting and Other direct costs whereas the Indirect costs and Lump sums flat rate scale of unit declared are read only The Indirect costs row s state normally depends upon the ICM Indirect Cost Method For Standard Flat Rate and Special Transition Flat Rate it is read only and automatically calculated For Real Indirect Costs and Simplified Method it is editable Note that if the Contractor had the Lump Sums used checkbox checked only the Lump sums flat rate scale of unit declared row would be editable FORCE FP7 U
19. RAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc TABLE OF CONTENTS DOCUMENT ASCO arto EETA 2 Table CF CONTEN e coconas 3 1 A o 5 1 1 Gl ssary of TELIS cccciasccccaccceceassacaccceecescsanensaesteeeeassannasanneescnasatweecatacesninsntntaereesesuiaweonsnienaxansesessorniesnees 5 1 2 E PP RP o 5 1 3 INTO CON ta 5 1 4 CONCOP Saco a 6 Re A FOUT Co qn e E rene eee et eee eee nee 6 A2 ORE Sis and eS ida 6 LAS SURNE Na 6 A A E II a E o erenc cea E 6 149 ROWSE SOUNDS oro 7 1 5 ACTIONS cr 7 LL ACO e E E A 7 1 6 Formi C States dia anadir 7 1 7 FOr GC UV DCS arrei 9 IA O A E MI A 9 1 8 AP PA 10 A O E PPP 10 Lo MIR CONTEO arden 10 Ls LOMO DUE dnde 11 2 Application PAGES OVER 12 2 1 H me Pare aiii 12 2 2 MOO Men Ie N aa 12 2 3 Project MONA LON todoo 12 A AS A o no e O O E E 13 2 4 Edit View Form C Page esssossesssosssosssossssssosssosssossoossosseosssossosssosssosssossssssosssosssossossesssosssossssssso 16 FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 3 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 241 FOME Stateand Versi n Ulla nido 17 242 Beneiciar Seco leo A 17 PA COSTS Se CMON 3 ra o a 18 7am E A o nn ee ne A Eo A 18 2 4 3 2 New style Form Cs Use Of
20. RCE FP7 User Manual FP7 FORCE_CEN_UM 1 7 doc Page 14 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc UNIVERSITY OF BONN LOUWIVERSITY OF fy Showing page 1 1 Figure 8 Transfer of Rights and Obligations Moving the mouse of the icon shows a tooltip explaining the transfer of rights and obligations see Figure 9 UNIVERSITY OF BONN LOUWIVERSITY OF BRIGHTON M h The participants rights and obligations have been universally transferred to UNIVERSITY OF BON Figure 9 Transfer of Rights and Obligations Tooltip For a Beneficiary that has partially transferred its rights and obligations a similar icon is shown with a tooltip explaining the details of the transfer This is purely cosmetic a partially transferred Beneficiary is treated exactly the same as a normal Beneficiary and appears in the standard position in the Beneficiary List ordered by Beneficiary Number Third Parties which are specified with Special Clause 10 appear below their parent Beneficiary in the Beneficiaries List see Figure 10 CENTRE FOR THE STUDY OF DECADENT SOCIETIES as gt THP Typo Traslation Sercives o Figure 10 Third Party and Parent in Beneficiaries List FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 15 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 VETA FRAM
21. able showing all the versions of the Form C with the oldest at the top To review a previous version click on its row in the History table which will open a popup showing the requested version Clicking on the Close button or the latest version in the History table will return to the Edit View Form C Page for the latest version FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 27 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 ETS FORCE FP7 USER MANUAL PRO Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 3 Enter Form Cs 3 1 Introduction This chapter explains how to create and submit Form Cs for a reporting period 3 2 Select Beneficiary On the Beneficiaries List Page see 2 3 1 Beneficiaries List choose the period and the Beneficiary for which a Form C is to be created Normally there will only be one Beneficiary for which a Form C can be created but in some cases the Coordinator will have the right to create Form Cs for other Beneficiaries like in the example below Reporting period Period 4 From 01 01 2011 To 31 12 2011 fA Beneficiary No Short Name Status Actions AECI IESO EE PEET gt o i es A a Showing page i 1 H PY Figure 32 Selecting a Beneficiary The Add Form C icon is clicked for the required Beneficiary 1 Here is a list of icons that can appear in the Action column
22. ary These Form Cs then needed to be consolidated manually by the Project Coordinator who submitted them to the commission The process of uploading Form C FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 5 of 43 GENERAL FRAMEWORK PROGRAMME 7 ET FORCE FP7 USER MANUAL PROGRAM Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc information caused a lot of operational problems due to data quality and compatibility issues between the different versions of Excel FORCE was created to make the process of declaring consortium costs easier and less error prone with stricter checks on the values entered and the ability for a Project Officer to request corrections to Form Cs The various functionalities of FORCE are presented in detail in the following chapters Logging in to the system module administration database administration installation maintenance and operation issues of the system are not covered in this guide 1 4 Concepts 1 4 1 Form C A Form C describes cost declarations for a Beneficiary in a consortium It contains information such as Information about the Beneficiary The declaration of costs The declaration of receipts The declaration of cost details cost explanation work package The optional declaration of interest from the pre financing The requested EC contribution The optional audit certificate declaration 1 4 2 FORCE Users and
23. ble explaining why the Form C has had a revision requested FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 36 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 1 1 Revision requested Wersion 1 ds fA Revision requested Version 1 A lA rR Figure 54 Edit Form C Page for Request Revision Form C when Fi Edit F CP for R st Revision Form C BUNE Pa EAN TONM IO sk the Form C contains saved details To view the comment move the mouse over the icon 1 A tooltip with the comment will appear see Figure 55 Revision requested Version 1 a fA Revision requested Version 1 A fA r A Rejection comment ii Rejection comment Missing Certificate Information Missing Certificate Information Figure 55 Request Revision Comment Figure 56 Request Revision Comment when the Form C contains saved details H button must be clicked which increments the Form C version Once saved the new version will be in state Draft and the previous version in state Archived see Figure 2 Form C State Transitions To edit the Form C for which a revision has been requested the Once the Form C has been corrected it should be re submitted as described in sections 3 3 Create Draft Form C and TODO 3 8 Creating Adjustment Form Cs Once a Beneficiary has a
24. e 5 Add a Form C for the Contractor Ed Add a Third Party Form C only available for projects with special clause 10 Ed Add a Sub Departments Form C only available for projects with special clause 30 Delete the Form C e Ed Add an Adjustment Form C e E Add an Extrapolation Form C FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 28 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 T SEVENTH FRAMEWORK FORCE FP7 USER MANUAL T Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 3 3 Create Draft Form C First enter a comment if required Beneficiary Contractor s Legal Name University of Life Benet Short Name Comment Lump Sums Used Indire Funding for RTD activites Flat R Figure 33 Enter Comment Next encode the costs for the Contractor Once all of the costs have been entered the Requested EC Contribution can be altered if required Type of activities Total E A B C D Eligible costs in Personnel costs Subcontracting Other direct costs Indirect costs Lump sums flat rate scale of unit declared Total Maximum EC Contribution Requested EC contribution Figure 34 Entering Costs Now enter receipts if required FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 29 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL
25. e Third Party Adjustment Form C creation process is the same as described in section 3 3 1 Create Third Party Form C apart from the Legal Name and Short Name are read only Beneficiaries List 1 Reporting period Period 2 From 01 01 2009 To 31 12 2009 fA Beneficiary No Short Name Status Actions Revision requested Version i Draft eran 1 Beneficiary University of Life Extrapolation Form C for period no 1 Adjustment Form C for period no 1 Draft School of Hard Knocks City University of Newcas y a Showing page 1 1 Figure 59 Beneficiaries List with Complementary Form C Figure 59 shows the Beneficiaries List for reporting period 2 with a Draft Adjustment Form C and an extrapolation Form C 1 for reporting period 1 FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 38 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 4 Printing Form Cs 4 1 Printing Beneficiary Form Cs Beneficiaries may print their own Form Cs no matter what state they are in When viewing a Form C including Archived Form Cs from the Form C History the Beneficiary can use the icon to download a PDF representation of the Form C which is suitable for printing Submitted Version 4 P Figure 60 Printing a Beneficiary s Form C If the Beneficiary s Form C is
26. e ed ln Aca DS or 4 A e E O e Se Mio re ca ng e ea al AAA A tala ap ya el ds edu bdo le ar ey ao e Ya Conca AA Por add pco rom cado pass Ral igi casta E pl ce ds nl eee ls CUA coed by cui eon Ae pas ee eed A Pd T Ls coe Mia av ih Se ey ce nee Pr or a Maa lr duda sas dust babero over fac viii o pando anio ey po Ste aber aoe Mis A ih Ce wey ee ci cs oca MO A cc Se mon le coe be AS oS a eet AAA cod coi AG ince AA 2 of A 0 SSeS Gale ey bie cio Der Ce Seeing pee poe A E Ep a rie For Gar Sad ee eri rro Proa i dada Le rest pice i Figure 62 PDF Containing Form C State FORCE FP7 User Manual Page 40 of 43 PRINTING FORM CS FRAMEWORK PROGRAMME 7 EVENT FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Use of Resources Activity Report Project no Period PIC Participant No Acronym RTD INNOVATION Cost Type Work Package Explanation Cost OTHER DIRECT 1 COMPUTING test 8 742 50 OTHER DIRECT DURABLE EQUIPMENT test 547 853 36 PERSONNEL explanation of RTD personne 15 000 00 PERSONNEL E expenses for 10 000 00 N A 348 957 52 Subtotal 930 553 38 MANAGEMENT Cost Type Work Package Explanation Subtotal 15 840 00 Figure 63 PDF Report Containing Form C cost details per Activity Use of Resources Costs Report Project no Period PIC Participant No Acronym PERSONNEL Activit
27. ed by an independent auditor attached to this financial statement according to Art 11 4 4 Name of the auditor Eagle Eye Audito Cost of the certificate im Figure 38 Entering Financial Statement Information Finally enter the name and date for the person responsible for the work These fields are mandatory and a Form C cannot be submitted if they are not filled 5 Certificate on the financial statements Is there a certificate on the financial statements provided by an independent auditor attached to this financial statement according to Art I1 4 47 Name of the auditor Eagle Eye Aud Cost of the certificate in Figure 39 Entering Person Responsible Name and Date FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 30 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc To save the Draft Form C click the button Note that data validation is not performed when saving a Draft Form C so it is possible to save with certain mandatory fields missing and illegal financial amounts The validation is actually performed when the Form C is submitted to the Coordinator and again when the Coordinator submits to the EC 3 3 1 Create Third Party Form C This section is only applicable to projects with special clause 10 This means that Form Cs can be encoded for Third Party costs if the Third Party is
28. ements section containing information about the auditor and the cost involved e Beneficiary s declaration section containing the name of the person responsible and a date these fields are mandatory and must be filled before the Form C can be submitted to the Coordinator FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 24 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 5 Submission Summary Page Coordinator Only Project Acronym CP Test Project Contract No 2701 Funding Scheme Collaborative project Sub Funding Scheme Collaborative project generic Call Identifier Start Date dd mm yyyy 01 01 2008 End Date dd mm yyyy 31 12 2011 of L activities If 3rd Demonstration B Beneficiary Party Adjustment Organisation Short N linked to Yes No Name M Total Max EC beneficiary Contribution Total E A B C D Requested EC contribution for the reporting period in Showing page 1 1 Figure 27 Submission Summary Page When one or more Form Cs are submitted a summary is shown containing the Beneficiaries and their costs declared Section 1 shows a summary for two Beneficiaries Form Cs To submit the Form Cs to the Project Officer the g button is clicked 2 2 6 Submission History Page 1 2
29. eriod number e Reporting period start date e Reporting period end date 2 3 1 Beneficiaries List Beneficiaries List 2 Reporting Period no 3 from 01 01 2010 to 31 12 2010 x m Beneficiary Beneficiary No Short Name Status Actions E University of Life ri aia fa 4 gt Adjustment Form C for period no 1 cd wd School of Hard Knocks City University of Newcastle upon Tyne Showing page 1 1 Draft Version 1 Submit to EC Figure 7 Beneficiaries List Page FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 13 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc The button Submission History 1 is only available for project coordinator It redirects the user to the Submission History page see 2 6 Submission History Page The Beneficiaries List Page section 2 is a List Box containing the project reporting periods Selecting a different reporting period from this List Box will display the Beneficiaries List Page for that period Section 3 of the Beneficiaries List Page shows the Project Beneficiaries sorted by their Beneficiary Number and contains the following information e Beneficiary Legal Name e Beneficiary Number e Beneficiary Short Name e Form C Status e Actions can include buttons to create a Form C delete a Draft
30. es for Cost Explanation and Work Package will be automatically deleted filtered by the system For Other direct costs the popup window with details will additionally contain the column Category that displays a list of five possible values other durable equipment consumables traveling and computing RTD Other direct costs Category Explanation Work Package gP i other durable equipment consumables traveling computing 0 00 other Bl clear all Figure 22 Use of Resources popup window for RTD Other direct costs FP6 projects do not support Use of Resources If an already saved FP7 Form C without cost details needs to support details then the user may transform the old Form C to a new one through a click on the button see Figure 23 FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 22 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 ETS FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 Declaration of Receipts in Did you receive any financial transfers or contributions in kind free of charge from third parties E Or did the project generate any income which could be considered a receipt according to Art 11 17 of the grant agreement If yes please mention the amount in 3 Declaration of interest generated by the pre financing in To be completed only by the
31. ewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Sub Department Form Cs For projects with special clause 30 specified Sub Departments may also encode their costs in Form Cs In this case the Sub Departments can have Normal and Adjustment Form Cs Table 2 Form C Types 1 8 Project Locking 1 8 1 Overview In order to prevent problems with multiple users being able to modify data at the same time FORCE uses a locking system Only one user at a time has the right to modify a Beneficiary s Form Cs When a user accesses FORCE a lock is acquired When the user logs out see 1 8 3 Logging Out the lock is given back It is important that a log out is performed when finished working in order unlock the project for other users If a log out is not performed then other users or even the same user with a different browser session will have to wait until the lock times out 1 8 2 Locking Conflicts Beneficiaries will obtain a lock to edit their own Form Cs only and therefore many Beneficiaries may work simultaneous with no conflicts For some projects the Coordinator is given the right to edit other Beneficiaries Form Cs and in this case it is not possible for the Coordinator and a Beneficiary to edit the same Form C at the same time In this case the first to log in will acquire the lock successfully and the second to log in will see a message explaining that the lock could not be acquired see below Figure 2 EE a Pr
32. he submission does not contain a Form C for each Beneficiary then a confirmation popup is shown see Figure 49 The number of Form Es you are about to submit does nok match the number of participants Ss Be aware of the Fact that the Form Es which are not submitted electronically can not be taken into account by the Commission in order to proceed with the payment of the current reporting period Are vou sure you want to continue Figure 49 Confirmation for Incomplete Submission Clicking Cancel returns to the Submission Summary Page Clicking OK proceeds with the submission After submission a page is shown to confirm that the Form Cs were submitted successfully see Figure 50 Submission Status The Form Cls have been successfully submitted Please do not forget to send as soon as possible the signed original paper version of the Form Cs to the Commission Figure 50 Submission Successful Page Clicking shows the Participant List Page see 2 3 1 Beneficiaries List The submitted Form Cs are now read only in FORCE and the Project Officer can review them FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 35 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 3 7 Request Revision Once a Form C has been submitted is can be reviewed by the Project Officer The Pr
33. iod Summary Having clicked the print icon a popup giving the choice between printing a summary of the Form Cs for the period or the summary plus individual Form Cs see Figure 66 Select what do you want to print m The Form Cs summary a E 1 The Form Cs summary and all individual Form Cs Figure 66 Choosing Which Reporting Period Summary to print Option 1 creates a PDF containing a table with a financial summary of the Form Cs for the reporting period Option 2 creates a single PDF containing a table with a financial summary plus each Form C in full detail as if printed individually 4 3 Print Submission Summary Coordinator Only From the Submission Summary Page the Coordinator may create a PDF which is suitable for printing of a submission summary by clicking the icon see Figure 67 see 2 5 Submission Summary Page FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 42 of 43 PRINTING FORM CS FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc More detail gt gt Figure 67 Printing Submission Summary Clicking the icon displays a popup allowing the Coordinator to choose between printing just a summary see Figure 67 1 or the summary plus the individual Form C details see Figure 68 2 Select what do you want to print The Form Cs summary
34. is is referred to as the View Form C Page where all the fields are read only and there is no Save Delete or Submit to Coordinator button 2 4 1 Form C State and Version 1 Draft Version 1 JA Figure 12 Form C State and Version The Form C state and version appear in the top right of the Edit Form C Page In this example the Form C is editable because it is in state Draft and it is the first version For more details on the Form C states see 1 6 Form C States The version is incremented each time a Form C has a revision requested lt does not change after saving a Draft Form C 2 4 2 Beneficiary Section 2 Beneficiary Contractor s Legal Name Beneficiary No Short Name Comment Lump Sums Used Indirect Cost Method Funding o for RTD activities Flat Rate for Indirect Costs 0 Figure 13 Edit Form C Beneficiary Section The Beneficiary section contains information about the project Beneficiary to which the Form C belongs It contains the following information e Beneficiary Legal Name read only for project Contractors editable for some Third Party Form Cs e Beneficiary Number read only e Beneficiary Short Name read only for project Contractors editable for some Third Party Form Cs e Comment e Lump Sums Used checkbox e Funding for RTD activities e SME Participant Type not shown in this example FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 17 of 43 APPLICATION PAGES OVERVIEW FRA
35. ld provide a value for the Cost field Explanation and Work Package values are optional Depending on the length of the Explanation value a scroll bar appears at the right side of its text area In Mozilla Firefox and Google Chrome browsers the text area of the Explanation field can be resized by dragging its bottom right corner to the right FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 19 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc RTD Personnel costs Explanation Work Package Figure 17 Resized Use of Resources popup window for RTD Personnel Costs RTD Personnel costs Explanation Work Package Salary for 1 senior researcher 3500 00 TOTAL Figure 18 Edit values in Use of Resources popup window for RTD Personnel Costs The Work Package value is a sequence of comma separated numbers If the provided work package is invalid then a warning icon will appear and the button Done becomes disabled FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 20 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc PU Basle costs hr Explanation Wo
36. mentioned in the contract The creation process the same as that of the Contractor Form C with the exception of the Beneficiary Information section where some fields are now editable First click the Add Third Party Form C Ed icon This will create a Form C for the Third Party whose icon was clicked In Figure 40 a Third Party Form C will be created linked to the Beneficiary with Number 2 gt THP Typo Traslation Sercives a GLOBAL TRANSFERRED TARGET 3 MS Submitted to EC Figure 40 Add Third Party Form C Clicking on the icon will show the Edit Form C Page see Figure 41 Form C Beneficiary O THP of CENTRE FOR THE STUDY OF DEYELOPING SOCIETIES Contractor s Legal Name Typo Traslation Sercives Participant Identity Code 999875323 Short Name Typo Traslation Sercives Beneficiary No Comment Lump Sums Used F Indirect Cost Method v Figure 41 Third Party Beneficiary Information The Beneficiary section for a Third Party Form C has a read only Legal Name and an editable Short Name unless the Third Party already has a non draft Form C in which case the Short Name is also read only If the SME Participant Type not shown here Lump Sums Used Funding for RTD activities not shown here Indirect Cost Method ICM or ICM Flat Rate not shown here are used during the Maximum EC Contribution calculation for the project type they will appear and may be editable In this case the correct values should be set for the Third Party
37. ng in To be completed only by the coordinator gt Did the pre financing you received generate any interest according to Art 11 192 5 If yes please mention the amount in 4 Certificate on the methodology Do you declare average personnel costs according to Art 11 14 12 OO Is there a certificate on the methodology provided by an independent auditor and accepted by the Commission according to Art II 4 4 Name of the auditor Cost of the certificate in if charged under this project 5 Certificate on the financial statements Is there a certificate on the financial statements provided by an independent auditor attached to this financial statement according to Art II 4 4 d Name of the auditor Cost of the certificate in 6 Beneficiary s declaration on their honour 7 Name of the person authorised to sign this Financial Statement Date dd MM yyyy Submit to coordinator Figure 11 Edit Form C Page FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 16 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 Es FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc The Edit View Form C Page is large so we shall deal with it in several sub sections Note that if a Form C is in an editable state see 1 6 Form C States this is referred to as the Edit Form C Page If the Form C is not in an editable state th
38. oject Locked If you think that the project is mot currently in use by another user then the user probably closed the browser without logging off The project should be unlocked after a maximum of 30 minutel 1 Enntrart Hn 7AN4 Figure 2 Project Locked Message If a project is locked the error message in the figure above is shown and moving the mouse over the icon shows the Project Locked tooltip FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 10 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL PRC Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 1 8 3 Logging Out When finished working in FORCE it is important to log out of the application so that any locks can be released A log out if performed by clicking the Close 1 or Logout link 2 and not by manually closing the browser or navigating to a different site Figure 3 Logging out using Close or Logout link FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 11 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 Application Pages Overview 2 1 Home Page The home page of the application is the participant list and their associated Form Cs This screen is described in 2 3 1 Beneficiaries List 2
39. oject Officer can accept the Form C and use it in a payment calculation If the Project Officer believes that there are errors in the Form C data they can request a revision This puts the Form C into an editable mode in FORCE with a comment if one was provided as to why the Form C was rejected The Submission History Page indicates if a submission has at least one Form C which has had a revision requested by using a warning icon iis see Figure 51 Submissions List Reporting period All periods v Submission f List of beneficiaries Beneficiary No Short Name EC Submission Date Reporting Period ersion Status submission 3 Showing page 1 Figure 51 Submission History showing Form C in state Request Revision To revise a Form C first open the reporting period containing the Form C that has had a revision requested If you have the right to edit the Form C click on the name of the Beneficiary that has the Form C in state Request Revision see Figure 52 Beneficiaries List Reporting period Period 2 From 01 01 2009 To 31 12 2009 H A Beneficiary Beneficiary No Short Name Status Actions eS Baa Showing page 1 1 University of Life a UL dpi malas meti E ta l Ll Adjustment Form C for period no 1 z ier EL Figure 52 Beneficiaries List containing Form C in state Request Revision The Form C will be opened in the Edit Form C Page with the previous data pre filled A rejected comment is availa
40. out supporting cost details Before proceeding to a new style Form C make sure that you have saved all unsaved values El tio Figure 24 Convert to a Form C that supports Use of Resources If the user selects Yes then the Form C will be transformed to the new style and the screen redirects to the page of Beneficiaries List If the user selects No then the Form C remains as before In case of a Form C that is EC rejected and then revised the version number gets increased by one The new version of the Form C will support cost details only if its previous version supported cost details If the previous version of the Form C had the old style then the new version will keep the old style However the button of conversion to the new style will be available after the Form C is saved FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 23 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 2 4 4 Receipts Section 4 Z Declaration of Receipts in Did you receive any financial transfers or contributions in kind free of charge from third parties O Or did the project generate any income which could be considered a receipt according to Art 11 17 of the grant agreement If yes please mention the amount in Figure 25 Edit Form C Receipts Section The Recei
41. pts section allows the declaration of receipts for the Beneficiary 2 4 5 Bottom Section 5 3 Declaration of interest generated by the pre financing in To be completed only by the coordinator Did the pre financing you received generate any interest according to Art 11 19 F If yes please mention the amount in 4 Certificate on the methodology Do you declare average personnel costs according to Art 11 14 12 d Is there a certificate on the methodology provided by an independent auditor and accepted by the Commission according to Art O 11 4 4 gt Name of the auditor Cost of the certificate in if charged under this project 5 Certificate on the financial statements Is there a certificate on the financial statements provided by an independent auditor attached to this financial statement according O to Art 11 4 4 gt Mame of the auditor Cost of the certificate in 6 Beneficiary s declaration on their honour Name of the person authorised to sign this D ate Financial Statement ddi MM yyyy Submit to coordinator Figure 26 Edit Form C Bottom Section The bottom section of the Edit Form C page contains the following information Interest earned from the pre financing payment only the Project Coordinator s Form C should contain this information e Certificate on the methodology section containing information about the auditor and the cost involved e Certificate on the financial stat
42. ractor and will be prefixed with THP A submission can be viewed by clicking on its name An individual Form C can be viewed by clicking on the Beneficiary s name 2 7 Form C History Page The Form C History Page shows the various versions of a Form C If a Form C only has one version there is little point in viewing its history but if a Form C has previous versions they can be accessed in read only mode from the Edit View Form C Page see 2 4 Edit View Form C Page Submitted to Coordinator Version fi EN Figure 29 A Form C with 3 versions If the Form C contains saved cost details then the icon LR appears next to the PDF icon in order to display the Use of Resources report Submitted to Coordinator Version gt E R Figure 30 A Form C with 3 versions and saved cost details Figure 29 shows the top right corner of the Edit View Form C Page for a Form C with several versions To view the Form C history click the i icon FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 26 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc History Yersion ae Submission Date ae Rejection Comment a 6022020 No Audit Details a TC E y Figure 31 The Form C History Page Figure 31 shows the Form C History Popup It contains a t
43. rk Package Salary for 1 senior researcher 3500 00 Invalid work package None or multiple work packages are allawed separated by da eg 1 2 3 3500 00 TOTAL p Clear al Figure 19 Warning icon and tooltip in case of invalid work package The user can add one or more rows of details by clicking on the plus icon LA ASA costs LJ Explanation Work Package Salary for 1 senior researcher 1 2 3500 00 TOTAL Figure 20 Addition of a new row in Use of Resources popup The user can also delete one or more rows of details by clicking on the X icon Sin front of the respective row However at least one row of cost details will always remain exist Upon clicking on the Clear All button popup the user can clear all the cost details of the specific Upon clicking on Done button cell of the Form C the total of the cost of all rows is copied back to the appropriate FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 21 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Eligible costs in Personnel costs Subcontracting A Other direct costs Indirect costs Lump sums flat rate scale of unit declared Figure 21 Total cost copied back to the initial cell Empty rows of cost details without valu
44. sa nenesenesnnce cavnnassnesn esa csnoenesstearesanssoesessaaseanusaiaseets 39 4 2 Print Reporting Period Summary Coordinator Onlly ccccssccsssssccssccesccscccsccesccsccesccesssccesccscees 42 4 3 Print Submission Summary Coordinator Only ccsccssscsccssscesccecccsccesccecccsccesceccesccescessceccescees 42 FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 4 of 43 GENERAL FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 1 General 1 1 Glossary of Terms Project Coordinator The member of a consortium responsible for the whole consortium s cost declarations New style Form C A Form C that contains cost details accessible via a popup window that is shown after clicking in an editable cell 1 2 Terminology Before you start reading this guide take into consideration the following terminology e Pointing is moving the mouse to place the mouse pointer over an item e Clicking is Pointing an item on the screen and then quickly pressing and releasing the mouse button e A List Box is a data field where you can select a number of elements from a fixed set of values 1 3 Introduction This user manual refers to FORCE Release 1 8 0 FORCE is used by project consortiums to declare their costs Previously a set of Excel files were used to encode the cost declarations of each project Benefici
45. ser Manual FP7 FORCE CEN UM 1 7 doc Page 18 of 43 APPLICATION PAGES OVERVIEW FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc The Total row is calculated automatically to be the sum of the above rows The Maximum EC Contribution is calculated automatically for each activity The Total columns on the right of the costs section are calculated automatically to be the sum of the values in the row The Requested EC contribution is set automatically to equal the total Maximum EC Contribution but can be altered if required on condition that it is less or equal to than the Maximum EC Contribution Personnel costs Subcontracting k Include under the category of subcontraching costs also if applicable a the actual direct and actual indirect costs if any of third parties that make available resources which ate not used on the premises of the beneficiary Figure 15 Subcontracting Tooltip 2 4 3 2 New style Form Cs Use of Resources In the example see Figure 14 the user enters cost details by clicking on the editable cells A popup window that contains columns for Cost Explanation and Work Package is shown RTD Pers onnel co sts Explanation Work Package 0 00 TOTAL Bl clear all Figure 16 Use of Resources popup window for RTD Personnel Costs The user shou
46. submitted Submitted to Coordinator The Form C has passed data validation and has been submitted to the project Coordinator The Form C is read only and the Coordinator has the choice between submitting it to the EC or of rejecting the Form C which moves it back to state Draft Submitted to EC This state is assigned by the System when the Project Coordinator submits the Form C to the European Commission If the Project Officer accepts the Form C this is the final state The Project Officer can request a revision of the Form C In this state the Form C is read only Request For Revision This state is assigned when the Project Officer requests revisions to a submitted Form C In this state the Beneficiary can edit the information in order to create a new version Archived When the Beneficiary saves modifications to a Form C for which the Project Officer requested revisions the System archives the old version amp creates a new Draft version Table 1 Form C States FORCE FP7 User Manual FP7 FORCE CEN UM 1 7 doc Page 8 of 43 GENERAL FRAMEWORK PROGRAMME 7 ETS FORCE FP7 USER MANUAL Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Submitted to Coordinator Rejected Draft Submitted to Coordinator Submitted to EC Request Revision Beneficiary Clicks to Revise Form E Submitted to Coordinator Submitted to EC Request Revision Beneficiary Clicks to Revise
47. the EC In this case an error icon d will appear and the pages containing the errors will be shown in the same way as the warnings in Figure 46 Any errors will block submission to the EC until the erroneous Form Cs are corrected or removed from the submission The Submission Summary can have multiple pages if there are more than a certain number of Form Cs in the submission normally 10 To navigate to different pages use the arrows and page number links at the bottom of the Submission Summary Page see Figure 47 The left arrow OI navigates to the previous page 1 The right arrow ll navigates to the next page 2 Any page can be navigated to directly by clicking on its number 3 Requested EC contribution for the reporting period in 691457 81 3 Showing page 2 1 2 gt 11 h a Figure 47 Submission Summary Page Navigation If the submission has errors or warnings they will appear at the top of the Submission Summary Page To navigate to the page containing the errors warnings click on the page number see Figure 48 A FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 34 of 43 ENTER FORM CS FRAMEWORK PROGRAMME 7 SEVENTH FRAMEWORK FORCE FP7 USER MANUAL Status Final Reference FP7_FORCE_CEN_UM 1 7 doc Errors on pages 1 A eee toca Form Cs Plegse re d There are errors in the Form data Please correct the data to continue To submit the Form Cs to the EC click the B button If t
48. y Type Work Package Explanation RTD INNOVATION explanation of RTD personnel 15 000 00 RTD INNOVATION 1 2 expenses for 10 000 00 MANAGEMENT a test 8 400 00 Subtotal _ 33 400 00 OTHER DIRECT Activity Type Work Package Explanation Cost Subtotal 558 095 86 INDIRECT Subtotal 354 897 52 1 Figure 64 PDF Report Containing Form C cost details per Activity FORCE FP7 User Manual FP7_FORCE_CEN_UM 1 7 doc Page 41 of 43 PRINTING FORM CS FRAMEWORK PROGRAMME 7 ETS FORCE FP7 USER MANUAL PRO Prepared by B Deblier Date 25 05 2012 Reviewed by Status Final Reference FP7_FORCE_CEN_UM 1 7 doc 4 2 Print Reporting Period Summary Coordinator Only The Coordinator may print their own Form Cs as described in section 4 1 The Coordinator also has the option to create a PDF summary of a reporting period by clicking the S icon that appears in the Beneficiaries List Page see Figure 65 This will create a PDF suitable for printing which contains information about all Form Cs for the reporting period that are not in the state Request for Revision This means that only Draft Submitted to Coordinator and Submitted to EC Form Cs will be included Participants List Reporting period Period 2 From 01 01 2006 To 31 12 2006 Participant Participant No Short Name Cest Model Status Actions ACME Research PLC 1 AR FC Submitted to EC La Sal Figure 65 Printing a Reporting Per
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