Grant Agreement Preparation Process Overview in HORIZON 2020
Grant Agreement Preparation (GAP) is a crucial and time-bound process in HORIZON 2020, ensuring efficient grant management from invitation to signature, compliance with deadlines, and adherence to regulatory requirements. The process involves electronic document handling, thorough review and validation, and timely access to pre-financing. Failure to meet deadlines may result in rejection, emphasizing the importance of diligence and timely communication with EU services.
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eGrants Grant preparation an overview HORIZON 2020 Coordinators' Day Brussels, 23 October 2020 Marcos CARVALHO SUZUKI Common Implementation Centre (CIC) CIC B3 Common service for business processes "The views expressed in this presentation are those of the author and do not necessarily reflect the views of the European Commission"
HORIZON 2020 Grant Management Lifecycle Grant agreement preparation (GAP) in H2020 H2020 GAP the process overview Key elements - highlights Hints
Principles Single gateway for all exchanges: Funding & Tenders Portal Deep integration of IT tools and services in the Portal Uniform experience Common business processes Electronic-only paperless process flows Digital sealing of documents Digital signature on all formal documents replacing blue-ink signatures Single, common document repository Full traceability and audit trail ensured (who-what-when) Pre-defined business rules implemented in the IT suite ensure compliance 3
Grant Agreement Preparation (GAP) the process overview - fully electronic process Invitation to grant preparation Grant signature Grant Agreement Preparation (GAP) Pre-financing Evaluation a time-bound process Accession GA committed to make it simpler and quicker
Grant Agreement Preparation (GAP) a time-bound process - The GA preparation the conclusion of the grant agreement is subject to time limits strict deadlines (This is a regulatory requirement - FR, RAP, H2020 reg. save exception action managed by ERCEA) The invitation letter specifies deadlines applicable for the GAP Align yourself with the applicable deadlines and make diligent efforts to comply with the dates set Notify the EU services if you encounter delays The non-respect of the deadlines may lead to the termination of grant preparation (rejection).
Grant Agreement Preparation (GAP) the main process steps - 4. Signature of the agreement (Coo) 5. Signature of the agreement (EU) 1. Invitation for Grant Preparation 2. Grant Preparation (Coo + Ben) 6. Signature of accession forms (Ben) 7. Payment of pre- financing** 3. Review of Grant data* Validation of participants ** If and as defined in the grant agreement *further iterations possible (completion/correction of grant data) Setting IAM roles (each ben) Signature of the 'Declaration of honour'(e-signature, each ben) Ex-ante checks, reservation of funds, preparation of award decision New: Beneficiaries are requested to upload the Declaration of Honour to their linked third parties.
Grant Agreement Preparation (GAP) 'no-negotiation' (H2020) Your proposal is taken "as is" Proposals are evaluated on their merit and not on their potential The Grant Agreement (GA) is prepared on the basis of the proposal selected for funding BUT this does not mean "no change at all" Changes that may be necessary: Changes to meet legal and financial requirements Requirements resulting from ethics review or security scrutiny Due to removal of a participant (if agreed) Correction of clerical errors and obvious inconsistencies 'No negotiation' does not mean "no control" Eligibility and viability checks Anti-fraud measures and risk based controls are carried out Non-compliance, serious breach or negligence of the applicable rules evokes the termination of grant preparation and the rejection of the proposal.
IT system suite for grant management - Fully integrated into the Funding & Tender Portal - Manage Project
IT system suite for grant management Portal Grant Management Service (PGMS)
PGMS Working on process task: inside grant management tool Working on process task: inside the GMS Disclaimer: for demonstration purposes only, the screenshot contains fictive data
Identity and access management (IAM) Based on a "chain of trust" enabling e-signature The role of the Legal Entity Authorized Representative (LEAR) Identity and Access Management (IAM) + EU Login Enacting e-signature: Financial Signatory (FSIGN)
Electronic signature in the grant preparation (GAP) Based on a pre-defined sequence Declaration of honour the coordinator and each beneficiary, enacted by the LSIGN Grant Agreement - first the coordinator, by the LSIGN - second the EU EC/Agency Accession Forms each beneficiary - by the LSIGN
eGrants - at cruising speed H2020 and beyond some metrics(*) There are more than 23 000 proposals under evaluation Around 34 000 signed grant agreements and around 1 400 under preparation More than 20 000 amendments signed and in force (requested by beneficiaries) Other 1 400 are under preparation , 300 being assessed by EU services More than 30 100 fully integrated reporting - payment processes concluded Around 2 500 reports are under preparation (due), another 1 000 being processed and more than 13 000 actions (projects) already finished more than 60 000 unique users of the grant managing IT suite more than 620 000 electronic documents stored in e-repository more than 300 000 e-signatures collected * approximate figures as of 21/10/2020
