Monitoring Information System. General Description, Completion & Submission of AF & Progress report. Ioanna Kalaitzoglou

Transcription

1 Monitoring Information System General Description, Completion & Submission of AF & Progress report Ioanna Kalaitzoglou General Secretariat for Investments and Development Ministry of Economy & Development

2 SCOPE OF ERGORAMA ERGORAMA is an Information System which records and saves data for projects/acts funded by the following Funds: ERGORAMA PA AMIF ISF CEF EGF FEAD EEA GRANTS -SOP -ROP ETC Monitoring Information System 2

3 ERGORAMA features: Web based System Multi-channel approach Bilingual environment Friendly User Interface More than users More than projects Monitoring Information System 3

4 Architecture: Monitoring Information System 4

5 ERGORAMA URL Place your screenshot here Monitoring Information System 5

6 Reset Password 1 Monitoring Information System 6

7 Reset Password 2 Monitoring Information System 7

8 Reset Password 3 Monitoring Information System 8

9 1 User Registration A. Beneficiary B. Controller Monitoring Information System 9

10 Registration form (Beneficiary) 1.Register personal data 2.Choose MA of ETC OP 3. Choose Roles Is Monitoring Information System 10

11 ERGORAMA URL Place your screenshot here Monitoring Information System 11

12 Registration Form 1/4 Monitoring Information System 12

13 Body Codification Monitoring Information System 13

14 Registration Form 2/4 Monitoring Information System 14

15 Registration Form 3/4 Monitoring Information System 15

16 Beneficiary Roles Details Roles Application Form Table of Expeditures Progress Report Read R R R Edit R/W R/W R/W Forms Submission (except AF) R/W R/W/S R/W/S Submission of AF R/W/S R/W/S R/W/S Monitoring Information System 16

17 Registration Form 4/4 Monitoring Information System 17

18 Access to Projects All Beneficiary Before the submission of a New Project access only to: Specific Projects Projects Users with Submit AF privilege Creator of the project Monitoring Information System 18

19 Beneficiary Sign Up Process Beneficiary Fill in the Registration Form Beneficiary Submit MIS Send Notification via to BEN- MA MIS Send Notification via to BEN Managing Authority Accept User Application Beneficiary Sign & Sent to MA * Compulsory Monitoring Information System 19

20 Potential Beneficiaries must have personal account for access to MIS: Beneficiary s officers to fill the forms Beneficiary legal representative to submit Body Code is necessary for Beneficiary AND each Project Partner. Check your SPAM folders Allow pop-up windows Monitoring Information System 20

21 Registration form (Controller) 1.Register personal data 2.Enable Controller checkbox 3. Choose Mis Code & LB/Partner Monitoring Information System 21

22 Controller Sign up 1/2 Monitoring Information System 22

23 Controller Sign up 2/2 Monitoring Information System 23

24 Controller Roles Details Application Form Table of Expeditures Progress Report R R/W/C R Monitoring Information System 24

25 Controller Sign Up Controller Fill in the Registration Form Controller Submit MIS Send Notification via to CNT- MA Controller Sign & Send to MA * Compulsory MIS Send Notification via to Controller Managing Authority Accept User Application Assign MIS to user National Authority Confirm Inform about MIS/Partners Monitoring Information System 25

26 2 First Login to ERGORAMA - Web Portal Monitoring Information System 26

27 ERGORAMA URL Place your screenshot here Monitoring Information System 27

28 Portal Home Page Step 1 : Change password Monitoring Information System 28

29 Change Password Monitoring Information System 29

30 Change Password Password creation rules: (1) six characters minimum length (2) of which at least 2 numeric characters (3) "case sensitive" i.e. upper case is different from lowercase for alphabetic characters. (4) Password must not match or contain user ID. Password change automatically log user out. Monitoring Information System 30

31 User Profile Monitoring Information System 31

32 User Profile: Monitoring Information System 32

33 LIBRARY Monitoring Information System 33

34 NEWS Monitoring Information System 34

35 Library: User manual & Announcements Monitoring Information System 35

36 3 Project Monitoring System Monitoring Information System 36

37 Monitoring System Monitoring Information System 37

38 Common Functionalities Project Monitoring System Monitoring Information System 38

39 Common Functionalities Project Monitoring System Monitoring Information System 39

40 Common Functionalities Search Criteria BAND BOX E cohesion Monitoring Information System 40

41 Common Functionalities Search Criteria MULTI SELECT LIST BOX E cohesion Monitoring Information System 41

42 Common Functionalities How to search a bulletin Monitoring Information System 42

43 Common Functionalities Search results This is a table with multiple records (Data grid) with attributes: Search area Selection of number of visible rows Results shown in pages Selection of visible columns Selection of an ACTION Monitoring Information System 43

44 Common Functionalities ACTIONS Click on Select to see your action options. Enabled actions are blue. Disable Actions are grey. Visible or enable actions depends on: Users rights/role Bulletin status Monitoring Information System 44

45 Common Functionalities Click on Action Monitoring Information System 45

46 Common Functionalities Create New Bulletin Create any bulletin (AF, Progress Report, Table of Modification expenditures) Modifies or Updates an existing Bulletin The system automatically creates a new version of the bulletin, copying all data from the -in force- one. Creation of a new version when the previous is not submitted, is NOT allowed. Copy Creates a new bulletin for NEW project copying all data from existing bulletin (new MIS code). ONLY used WHEN beneficiary have two similar proposals for the same call!!! E cohesion Monitoring Information System 46

47 Common Functionalities When Click on Accept E cohesion Monitoring Information System 47

48 Create Detail 1 Basic info appear after creation: Project MIS Code Status of Act Version No and Status More info Status of Act: Version Draft Status: Under Submitted Submission Submitted Acceptable Being Incomlete processed Final Evaluated Returned Approved to Beneficiary Approved Disapproved Invalid Rejected Rejected Invalid Completed Monitoring Information System 48

49 Validations Submission NOT allowed Submission allowed BUT needs caution Monitoring Information System 49

50 Print Generates digitally signed pdf or rdf document Monitoring Information System 50

51 Previous Page Go back to search page Monitoring Information System 51

52 4 Completion of Application Form Monitoring Information System 52

53 Completion Tips Create a new AF E cohesion Monitoring Information System 53

54 Completion Tips A. Project Identification Expandable Text Areas Input Fields Date Fields List Boxes Attention! Grey areas are not editable Monitoring Information System 54

55 Completion Tips A. Project Identification This is a table with multiple records (Data grid) without any attributes: NO Search area NO Selection of number of visible rows NO Results shown in pages NO Selection of visible columns NO Selection of an ACTION Table filled automatically Monitoring Information System 55

56 Completion Tips A. Project Identification This is a table with multiple records (Data grid) with attributes: NO Search area NO Selection of number of visible rows NO Results shown in pages Create new records clicking on ADD button Mandatory classification due to COMMISSION DELEGATED REGULATION (EU) No 480/2014 of 3 March 2014 Monitoring Information System 56

57 Completion Tips A. Project Identification Mandatory classification due to COMMISSION DELEGATED REGULATION (EU) No 480/2014 of 3 March 2014 Monitoring Information System 57

58 Completion Tips B. Detail Description Mandatory classification due to COMMISSION DELEGATED REGULATION (EU) No 480/2014 of 3 March 2014 Monitoring Information System 58

59 Completion Tips C. Partnership E cohesion Pre-filled data Mandatory classification due to COMMISSION DELEGATED REGULATION (EU) No 480/2014 of 3 March 2014 Monitoring Information System 59

60 Completion Tips D. Budget/ Work packages Monitoring Information System 60

61 WP/ Deliverables EXAMPLE DEL Description 1 DEL Description 1 DEL Description 1 Attention!!!! DEL can have multiple cost categories DEL can NOT have different description!!! Monitoring Information System 61

62 Completion Tips Attachments Bulk download List of attachment Sorted by size Direct save to DB File Size Limitation E cohesion Electronic Project Folder Monitoring Information System 62

63 Completion Tips History of changes E cohesion Electronic History Tracking Monitoring Information System 63

64 5 EXTRA FEATURES Monitoring Information System 64

65 Alerts via Available to Recipients Submission Return [Finalization] Editors of the bulletin The officer responsible for the project/act (registered on AF) MA user (registered on AF) All Bodies (registered on AF) Certain recipients determined per bulletin Monitoring Information System 65

66 Produced PDF saved automatically When? Features Submission Return [Finalization] Inclusion to the attachments of the bulletin Source: «pdf by M.I.S.» NOT Editable Monitoring Information System 66

67 Action Communication Available to: When SENT: Beneficiaries/Controllers/MA Users with role of submission or finalization All bulletins An alert is produced ( ) The attached sent documents are added to the documents attachments Printing History of Changes the user can see the message Monitoring Information System 67

68 6 On line DEMO Monitoring Information System 68

69 7 Completion Submission of Progress Report Monitoring Information System 69

70 Create/Edit a PR Step 1 Create E cohesion Monitoring Information System 70

71 Create/Edit a PR Step 2 Completion E cohesion Monitoring Information System 71

72 Create/Edit a PR Step 2 Completion E cohesion Monitoring Information System 72

73 Create/Edit a PR Step 2 Completion - INDICATORS E cohesion Monitoring Information System 73

74 Create/Edit a PR Step 2 Completion Progress Activity Report E cohesion Monitoring Information System 74

75 Create/Edit a PR Step 2 Completion Financial report E cohesion Monitoring Information System 75

76 Create/Edit a PR Step 2 Completion Publicity info Attached Documents-History E cohesion Monitoring Information System 76

77 Create/Edit a PR Step 3 Submit PR E cohesion Monitoring Information System 77

78 8 Troubleshooting Monitoring Information System 78

79 Troubleshooting Before reporting a problem please check: The use of any proxy. Does this proxy cause the problem? The browser used. Version? Who are you? The Username / password used. What have I done? The steps that produced the error. The validity of the registered data (via e-form or print) Try log-out and log-in again. Does the problem disappear? The system s menu. Monitoring Information System 79

80 Troubleshooting SYSTEM S MENU BLUE ENABLE WHITE DISABLED Monitoring Information System 80

81 Troubleshooting 1. Empty Description 2. Can not register e.g. WP1 as the number of my Work Package 3. Some tables are not filled correctly be the system 4. Can not print my project 5. Can not view my AF Monitoring Information System 81

82 SYSTEM ERRORS Monitoring Information System 82

83 How to deal with: Change Partner change Lead beneficiary change Deliverables Delete Deliverables Work Packages Changes need caution! In case you need to delete a WP/Deliverable/LP/P and add another one. Please delete, save and then add! Monitoring Information System 83

84 9 Body code Information Monitoring Information System 84

85 Monitoring Information System 85

86 Monitoring Information System 86

87 Monitoring Information System 87

88 The end Thank you for your Attention! Monitoring Information System 88