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Transcript of 1 EMI Expert Management Module POOLS Evaluators / Monitors / Reviewers Meeting / Expert Groups...
1
EMIEMI Expert Management ModuleExpert Management Module
POOLSPOOLS Evaluators / Monitors / ReviewersEvaluators / Monitors / Reviewers
Meeting / Expert GroupsMeeting / Expert Groups
Appointment LettersAppointment Letters
Attendance SessionsAttendance Sessions
EMIEMI Expert Management ModuleExpert Management Module
POOLSPOOLS Evaluators / Monitors / ReviewersEvaluators / Monitors / Reviewers
Meeting / Expert GroupsMeeting / Expert Groups
Appointment LettersAppointment Letters
Attendance SessionsAttendance Sessions
2
Overview of the FP7 IT system
• What is the FP7 IT system?It is a common system to all Research DGs that allows greater synergy between the DGs by facilitating the exchange of information.
• ObjectivesThe aim of the FP7 IT system implementation is, above all, to increase levels of harmonisation and streamlining for the five Research DGs for the receipt and evaluation of proposals and the production and management of contracts.
3
E.C.InternalE.C.InternalE.C.ExternalE.C.External
CPEBCPEB CPMContract Management
PCM (Payment and Cost module)
CPMContract Management
PCM (Payment and Cost module)
OMMOMM
NEFBack office
NEFBack office
PDMPDMURFURF
EPSSEPSS ESSEvaluation Service System
ESSEvaluation Service System
ProposalsProposals
EMC-CORDISExpert Registration
EMC-CORDISExpert Registration
ExpertsCV
ExpertsCV
OrganisationData
OrganisationData
ABACFEL
ABACFEL
EMIExpert management
module
EMIExpert management
module
SESAMQUEST QUEST- I
SESAMQUEST QUEST- I
Forms CForms C
ECHEANCIERECHEANCIER
FORCEFORCE
NEFFront office
NEFFront office
4
Collect Selected
Proposals
CPEBCPEB
• Programme Management activity chain:Contract
Production / Contract Project
Management
Negotiation GPF
ProductionRanking
EvaluateProposal
ESS - RIVET-ESS - RIVET-PINOCCHIOPINOCCHIO
Submit Proposal
EPSSEPSSwebweb CPM-NEFCPM-NEF
Prepare Call
EPSSEPSStooltool
Organization tracking, assessment of their legal and financial viability
Security: control of accesses by calls, by tasks and by users profiles
Experts registration (Cordis part)Selection, appointment, payment of experts
Help desk, training
EMCEMI
OMM
SECUNDA
Service Desk
• and the essential support processes:
Organizations/Participants Registering & publishing through all concerned applications URF-PDM
Data
Transfer
5
FP6/FP7 Service Desk
HELP DESK
TRAINING
E-mail address: EC FP7 IT HELPDESK
Phone number: 87288
E-mail address: EC FP7 IT TRAINING
Phone number: 87293
6
MAIN OBJECTIVES of EMI
Select, manage and pay Experts
1) Experts are received from CORDIS :- Evaluator/observer :“The Commission shall appoint independent
experts to assist with evaluations of proposals".
– Reviewer : "The Commission shall monitor the implementation of indirect actions on the basis of the periodic progress reports .
– Monitor : “The Commission shall appoint, […] independent experts to assist with evaluations required under the Seventh Framework Programme and its specific programmes, and, as deemed necessary, for the evaluation of previous Framework Programmes".
– Member of experts groups : "The Commission may set up groups of independent experts […] to advise on the design and implementation of Community research policy".
2) Meeting experts: Expert from outside the Commission invited to give a specific professional opinion in a committee (e.g. Programme Committee), an expert group (e.g. Advisory Group) or by personal invitation or anyone responsible for accompanying a disabled person who has been invited by the Commission to attend a meeting as an expert. Meeting experts may be private-sector experts or government experts.
Meeting experts are registered into EMI by EC users.
7
Notification about registration
1. Experts should register in Cordis (EMC): (see slides p 8-10)
They enter and edit their professional details, including a structured CV
Types of Experts: FP6, FP7 (Evaluator, Review, Monitor), Non-FP
2. « Meeting » Experts can be registered in EMI by a Commission User (see slides p 115-119)
8
Information: EMC Cordis (external) (1)
Experts register in CORDIS
Registration page
https://cordis.europa.eu/emmfp7/index.cfm
9
Information: EMC Cordis (external) (2)
CORDIS
Page for registered users
10
Information: EMC Cordis (external) (3)
CORDIS
Page for registered users
11
EMI: MAIN MENU
EMIEMIEMIEMIPOOLSPOOLS
GROUPSGROUPS
EXPERTSEXPERTS
APPOINTMENT LETTERSAPPOINTMENT LETTERS
ATTENDANCE SESSIONATTENDANCE SESSION
LEGAL ENTITIESLEGAL ENTITIES
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AGENDA
– General Features
– Expert Management
– Group Management
– Pool Management
– Legal Entities
– Appointment letters
– Attendance Session
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POOL
Pool
type
Evaluator
Reviewer
Monitor
ExpertsGroup(Evaluator,
Monitor, Reviewer)
Meeting(Meeting experts Cordis (Non-FP)
and EMI)
Appointment
Letters
Yes
Yes
Yes
Yes
No
Attendance
sessions
Multiple possible
Multiple possible
Multiple possible
Multiple possible
Only one Auto-created
14
EXPERT MANAGEMENT
EXPERT MANAGEMENT
15
Expert Management functionalities
– Search for Experts (core feature in EMI)
(Slides p 19-23)
– View Expert details (View CV) (slides p 24-28)
Associate LE/BA/PMO Info (slides p 29 33)
– Register / Update / Delete Meeting Experts (slides p 115-119)
16
MANAGING EXPERTS
Definition
There are four different types of Experts:
– Monitor– Reviewer– Evaluator
– Meeting
Actions– Set search criteria / Search– Display list of retrieved Experts
• View experts details (CV)• Print expert CV • View recommendations• Email list (in Excel)
• Create Group/ Populate existing group
• Create Pool/ Populate existing pool
• Manage Legal Entities
• Print • Export XL (to Excel)
Experts register themselves in Cordis
Registered in EMI by Commission User
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MANAGE EXPERTS REGISTERED IN CORDIS
DISPLAY LIST EXPORT to Excel file
VIEW / PRINTExpert details (CV)
PRINT results
SELECTEXPERTS
registered in CORDIS
CREATE/POPULATE POOL
CREATE/POPULATE GROUP
E-mailList in Excel
18
SELECT EXPERTS (top of screen)
Experts Standard Search
Note: Experts selections allowed on multiple types at once
(e.g.: click on Evaluators and Reviewers) + (CTRL key)
Note: Experts selections allowed on multiple types at once
(e.g.: click on Evaluators and Reviewers) + (CTRL key)
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Experts Standard Search
SELECT EXPERTS (bottom of screen)
20
Select Keywords, Activity Codes (FP6) & Themes (FP7)
• For EVALUATOR and REVIEWER Experts:– Fixed Keywords are used
• For MONITOR Experts: – Monitor Fixed Keywords are used
• There are up to 7 levels in the tree, which will contain (approx.) up to 2000 keywords
• For the Themes (FP7): predefined themes
21
Selecting Themes (FP7)
22
DISPLAY LIST OF RETRIEVED EXPERTSafter Search
Note: possibility to sort by clicking on a column’s heading (+) Note: possibility to sort by clicking on a column’s heading (+)
23
View CV of Expert (1)
• Options
– View expert details• Personal details• Contact details (Cordis Address, Correspondence address,
Primary e-mail,…)• Employment• Misc (Current and former interest, Bibliography, Keywords,
Activity Codes, Language skills,…)• Participation history: (Proposals evaluated, Projects reviewed,
Technical reviews, Programmes monitored, Add-hoc Meetings)• Current participation: Pools/Meetings that an Expert currently
participates and status• Recommandations• Payments• LE / BA / PMO info• Supporting documents
24
View Expert details: the different tabs
25
View Expert details: ‘Contact details’ tab
Possibility to edit the Correspondence Address
(for the Appointment Letter)
Possibility to edit the Correspondence Address
(for the Appointment Letter)
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View Expert details: ‘Misc’ tabUpper Part
27
View expert details: ‘Misc’ tabLower Part
28
View Expert details: ‘Participation history ’ tab
29
View Expert details: ‘LE /BA/PMO Info’ tab
30
View Expert details: Associate the ‘Legal Entity / Bank account’ information (1)
Note: Click either on the hyperlink Legal entity or on Bank Account to search
OR
31
Associate the ‘Legal Entity’ information (2)
Search screen
Search for the Legal entity
Search for the Legal entity
32
Associate the ‘Bank Account and Legal Entity’ to the Expert (3)
33
View Expert details: ‘Legal Entity / Bank Account’ information linked with Expert
34
Display list of retrieved Experts
• View recommendations• Print expert CV• Create new pool• Populate existing pool • Create new group• Populate existing group• Email list (csv file)• Print• Export (csv file: viewable by Excel)• Retrieve saved query• Check availability (mail to Expert)
• View recommendations• Print expert CV• Create new pool• Populate existing pool • Create new group• Populate existing group• Email list (csv file)• Print• Export (csv file: viewable by Excel)• Retrieve saved query• Check availability (mail to Expert)
Other menu Options:
35
GROUP MANAGEMENTGROUP MANAGEMENT
36
MANAGE A GROUP
Definition
• Informal collection of Experts• Independent entity not linked to any
Call/Programme • Preparation to Pool creation
(if group type “evaluator”, “monitor” or ”review”)
• Preparation to Meeting creation (all kinds of group types)
• Associated with a type:
Actions– Create a Group– Select a Group– Display / View a Group– Modify a Group
– Add/Remove Experts from group
– Merge a Group with another Group
– Share a Group (if private)– Group statistics– Create a Pool from a Group– Extract Email list
– Email possibility– Check availability via
mass Email with possibility to send Blank forms LE/BA
– Delete a Group– Print a Group– Export XL, XML, CSV
Groups Create
37
MANAGE A GROUP
Create group Select group
Display group
Delete group
CreatePool
Modify group Produce XLS version
Produce printer vesion
Check AvailibilityMass Email
38
CREATE A GROUP
Groups Create
39
In the Options menu:
•Click on Add experts•Search for Experts•Once selected click on Populate Group
In the Options menu:
•Click on Add experts•Search for Experts•Once selected click on Populate Group
Group experts tab: Add Experts
40
Group experts tab: Extract email list (Excel sheet)
41
Group experts tab : Send Email
42
Check Availability & send mass Emails from the Group
43
SELECT A GROUP
Groups Select
44
DISPLAY GROUPS
45
POOL MANAGEMENT
TYPE
EvaluatorMonitor
ReviewerExpert_group
POOL MANAGEMENT
TYPE
EvaluatorMonitor
ReviewerExpert_group
46
POOL
Pool
type
Evaluator
Reviewer
Monitor
ExpertsGroup(Evaluator,
Monitor, Reviewer)
Appointment
Letters
Yes
Yes
Yes
Yes
Attendance
sessions
Multiple possible
Multiple possible
Multiple possible
Multiple possible
47
MANAGE A POOL
Definition
• A pool is an official collection of experts created and managed for the purposes of a Call or a Programme.
• There are two kinds of pools:– unapproved (when created)– approved
Actions
– Create a Pool – Select / Modify a Pool
– Add Experts / Groups– Remove experts – Check expert availability
(email)– Display LE/BA data– View statistics
– Add Call(s) / Programmes / Commitment Number
– Approve a Pool
– Create App. Letters and Sign
– Create Attendance Session
Pools Create
Status unapproved
Status approved
48
MANAGE A POOL
Display Pool
Modify Pool
Create Pool Select Pool
Edit details
Add Experts/Groups
Remove Experts
Export (to CSV file)
APPROVE
49
Workflow for Pools
Monitor/Reviewer/Evaluator
Create a PoolCreate a Pool
Add Experts / Groups of the same typeAdd Experts / Groups of the same type
Create / Sign App. LettersCreate / Sign App. Letters
Approve the PoolApprove the Pool
Create Attendance sessionCreate Attendance session
Create CostsCreate Costs
50
CREATE A POOL
Pools Create
51
Associate Call(s) / ProgrammeAssociate Commitment number
52
Commitment Position:Remaining Amount
53
Add Experts / Group(s) to the Pool
In the Options: – Click on Add Group or Add Experts
• Once Experts or Group are selected click on Populate Pool
In the Options: – Click on Add Group or Add Experts
• Once Experts or Group are selected click on Populate Pool
54
Early Check Availability of Experts via integrated Email
55
Change the status of the Experts (1) : Participation (central, remote,…) Reserved / Independent observer
56
Change the status of the Experts (2) : Independent observer
57
APPROVE A POOL
When the Pool is created, the Experts are added, the Call(s) / Programme(s) and Commitment number have been associated, then it is possible to APPROVE the Pool (user with specific rights)
NEW TABS
58
REAPPROVE A POOL
If you change the list of Experts after the Pool has been approved the status of the Pool will change
to REAPPROVE and the Pool needs
to be approved again!!
If you change the list of Experts after the Pool has been approved the status of the Pool will change
to REAPPROVE and the Pool needs
to be approved again!!
59
SELECT A POOL
Pools Select
60
DISPLAY POOL (results of search)
Pools Select
61
WORKING WITH POOLS (1)
• Pool information tab – Options:
• Approve Pool
• Print Pool
• Delete Pool
• Export Pool XLS
• View/Print/Export Statistics
• Approval History
• Print / Export Approvals
• Create Group from Pool
62
Working with Pools (2)
• Experts tab– Options:
• Add Experts• Add Group• Remove Experts• Change Status of Experts
(Participation, Reserved, Independent Observer)• View Expert Details
• Create App Letters ( Status of Expert has to be ‘Approved’ !!!)
• View App Letters Details• Print App Letter(s)• Create Invitation(s)• Modify App Letter(s)• Copy App Letter(s)• Modify Invitation(s)• Print Invitation(s)• Print Expert CV• Display LE/BA Data• Check availability• E-mail list …..
63
Legal Entity ManagementLegal Entity Management
64
MANAGE LEGAL ENTITIES
Definition
The current chapter covers the most important requirements relating to the management of Legal Entities
Actions
– Early checking if expertshave LE/BA
– Perform a search for Legal Entities / Bank
accounts– View a Legal Entity – Link a Legal Entity /
Bank account
65
Early checking if Experts have a LE / BA (1)Communication with Expert via Email
to confirm their Legal data with zipped formulaires
Pools Select / Experts tab
66
Early checking if Experts have a LE / BA (2): EMI info and ABAC info
Match found (PDF) or not
67
Early checking if Experts have a LE / BA (3): Open PDF
68
Early checking if Experts have a LE / BA (4): Send Email to the Expert(s)
69
Email sent (LE/BA)
70
Update LE/BA in Expert Details & Cost statements of the Pool
71
APPOINTMENT LETTERS
APPOINTMENT LETTERS
72
MANAGE APPOINTMENT LETTERS
Definition
All Appointment Letters produced are PDF files.The Appointment letter is a contract established between an expert and the E.C.
Note: Amendments can be created when the status of the Appointment Letter is ‘printed final’ or ‘signed’
Actions
– Create an Appointment Letter for one or more Expert(s) with the status ‘Approved’
– Update Appointment Letter (depends on status of the Appointment Letter)
– Copy App. Letter– Print draft– Print final– Sign the Appointment Letter– Delete / Cancel the
Appointment Letter (depends on status of the Appointment letter)
– Create an Amendment
73
APPOINTMENT LETTER WORKFLOW
Select an approved Pool
Select Expert(s) with status ’Approved’
Create Appointment letter
Print Draft
Print Final
Sign
Update possible
Delete possible
Update impossible
Cancel possibleAmendment possible
74
Appointment Letters: the Templates
• Appointment letters are based on templates
• The following Content Templates are available: the user chooses the template when creating the Appointment Letter
C1 --> Evaluator remote C2 --> Evaluator central C3 --> Evaluator central + remote
C4 --> Reviewer C5 --> Experts Group
C6 --> Observer central + remote C7 ERC --> Panel expert C8 ERC --> Referee expert C9 ERC --> DIS expert C10 --> Evaluator multiple sessions C11 RFCS --> Evaluator (Coal and Steel Programme) C12 RFCS -- > Reviewer (Coal and Steel Programme) ……
75
Preview the Templates before creating the Appointment Letters (1)
Appointment letters Templates Select
76
Preview the Templates before creating the Appointment Letters (2)
77
Preview the Templates
before creating the Appointment Letters (3)
Note: the names of the Template Specific Options fields appear in brackets and in the same order as in EMI template specific options tab.
Note: the names of the Template Specific Options fields appear in brackets and in the same order as in EMI template specific options tab.
78
Create Appointment Letters from the Experts tab in an Approved Pool (1)
79
Create Appointment Letters (2) :Fill in the App Letter details tab
80
Create Appointment Letters (3): Choose the Template
81
Create Appointment Letters (4)
82
Create Appointment Letters (5)
AdonisAdonis
Note:
All fields are mandatory(These fields should be prepared with the template viewing.)
The fields are in the same order as in the corresponding .pdf template
Note:
All fields are mandatory(These fields should be prepared with the template viewing.)
The fields are in the same order as in the corresponding .pdf template
83
Appointment Letters created
84
Appointment Letters: Print Draft (1)
85
Appointment Letters: Print Draft (2)
(Template specific options
fields appear in blue in the Draft)
(Template specific options
fields appear in blue in the Draft)
86
Update an Appointment Letter
• An Appointment letter has a status (in the tab ‘Appointment Letter details’)
The possible values are:» Not printed » Printed draft» Printed final» Signed» Deleted / Cancelled
• An App. Letter can be updated (modify App. Letter) if its status is• Not printed (in the tab ‘Appointment letter details)• Printed draft (in the tab ‘Appointment letter details)
Note : - An App. Letter can be deleted when its status is “not printed” or “printed draft”- An App. Letter can be cancelled when its status is “printed final”
87
View / Modify Appointment Letter Details (1)(changes possible if status ‘APP LETTER CREATED’)
88
View / Modify Appointment Letter Details (2):
Make changes if needed and update
89
Appoinment Letters: Print Final
90
Appoinment Letters: App. Letter finalised
91
Appoinment Letters: Sign (1) (when the App. Letter has been signed on paper by the Expert)
92
Sign an Appointment Letter (2)
93
Possibility to Copy App. Letters (1)
94
Paste App. Letters (2)
Pools Select…..
95
Result
Pools Select…..
96
Amendments : the Templates
The user chooses the template when creating the Amendment
The following Templates are available:
AC1 --> Evaluator remoteAC2 --> Evaluator centralAC3 --> Evaluator central + remote
AC4 --> ReviewerAC5 --> Group Experts AC6 --> Observer central + remote
AC10 --> Evaluator multiple sessions
Pools Select…..
97
CREATE AN AMENDMENT (1)
• An ‘Amendment’ can be created (in the Experts tab) of the Pool for an Appointment Letter if the status is:
• App Letter Finalised• App Letter Signed
98
CREATE AN AMENDMENT (2)
99
CREATE AN AMENDMENT (3)
Note: All fields are mandatory
Note: All fields are mandatory
100
Amendment created
101
View App. Letter details
102
Select an Appointment Letter
103
Result screen
104
POOL MANAGEMENT
TYPE
EvaluatorMonitor
ReviewerExpert_group
ATTENDANCE SESSIONS
POOL MANAGEMENT
TYPE
EvaluatorMonitor
ReviewerExpert_group
ATTENDANCE SESSIONS
105
Attendance sessions
Definition
• After the approval of a Pool, an Attendance Session has to be created in the Participation tab in order to create the Cost Statement of the Experts
• More than on Attendance session can be created
Actions
– Create an Attendance session
– Add Experts of the Pool in the Attendance session
– Create Cost statement
106
Create an Attendance Session in the PARTICIPATION tab (1)
107
Create an Attendance Session (2)
108
Attendance Session created (3)
109
Add Experts of the Pool to the Attendance session
To add Experts to the Attendance session they need to have the status « App. Letter signed »
110
Mass Cost creation …
111
The Participation tab of the Pool:One Attendance session created
Possibility to create other ones
112
Attendance session Select…..
113
POOL MANAGEMENT
TYPE
Meeting
POOL MANAGEMENT
TYPE
Meeting
114
POOL
Pool
type
Meeting(Meeting experts Cordis (Non-FP)
and EMI)
Appointment
Letters
No
Attendance
sessions
Only one Auto-created
115
Workflow for Pools
MEETING
Create a PoolCreate a Pool
Add Meeting ExpertsAdd Meeting Experts
Approve the PoolApprove the Pool
Financial ApprovalFinancial Approval
One Attendance session auto-createdOne Attendance session auto-created
Create CostsCreate Costs
116
Register Meeting Expert
Definition
2 Types of Experts :
Meeting Experts Cordis (Non-FP)Meeting Experts registered in EMI by EC user
• A Meeting expert is a Participant in a meeting type ‘meeting’, he does not have an Appointment Letter.
• Note : The Commission user has to verify first if that Expert has registered himself in Cordis (EXPERTS STANDARD SEARCH) or if he has been registered by another Commission user. If not, he has to register him as a Meeting expert in EMI (Experts Register).
Actions
– Register an Expert– Fill-in mandatory fields (*)
– Surname (tab Personal details)
– First name (tab Personal details)
– Date of birth (tab Personal details)
– Primary e-mail (tab Contact details)
– Free Keywords (tab Miscellaneous)
– Update, delete a Meeting Expert
Experts Register
117
REGISTER A MEETING EXPERT (1)
Experts Register
118
REGISTER A MEETING EXPERT (2)
Experts Register
119
UPDATE A MEETING EXPERT: search (1)
Experts Standard Search
120
UPDATE A MEETING EXPERT (2)
Note:Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers
Note:Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers
121
Create A Pool type Meeting
122
Pool type Meeting created
123
Add Meeting Experts
124
Financial Approval:Create Forecast and Approve
125
Approve Pool (1)
126
Pool approved (2)
127
One Attendance Session auto-createdin the Participation tab
128
Experts added automatically in Attendance Session
129
Mass Cost creation in Attendance Session …