SFC2007 Information System

Transcription

1 EUROPEAN COMMISSION Directorate General Regional Policy Directorate General Employment, Social Affairs and Equal Opportunities Directorate General Agricultural and Rural Development Directorate General Maritime Affairs and Fisheries SFC2007 Information System Introduction Manual Date: 02/07/2009 Version: 1.3 Authors: Wim NAHON Revised by: Alan CONNELL Approved by: Alan CONNELL Reference Number: SFC2007-MAN-183 Software version: Commission européenne, B-1049 Bruxelles / Europese Commissie, B-1049 Brussel - Belgium. Telephone: (32-2) Commission européenne, L-2920 Luxembourg. Telephone: (352)

2 TABLE OF CONTENTS 1. General Introduction SFC Documentation set Disclaimer System and Software requirements Authorising JavaScript Authorising the storage of encrypted content on disk Installing the European Commission's public key for SFC Logging in to SFC Applying for a User Account (Member State users) Applying for User Account (European Commission users) Logging in to SFC2007 (Member State AND European Commission users) Changing your SFC2007 password Introducing the SFC2007 User Interface Header Area Menu bar Work Area Generic workflow for Objects in SFC List screen Display Screen Edit Screen Introducing common sections on the SFC2007 Display screens Authorities section Documents section Officials in Charge section Introducing common tabs on the SFC2007 Edit screens Authorities tab Editing an existing Authority Adding a new Authority Authorities Data Fields Documents tab Using thte Document Details screen Adding new Document definitions Adding new Attachments Document Definitions Data Fields Attachments Data fields Officials in Charge tab Editing an existing Official in Change...48 Information System Name: User Manual Page 2

3 Adding a new Official in Charge Officials in Charge Data fields...50 Information System Name: User Manual Page 3

4 Document History Version Date Comment By /08/2007 Initial draft WN /10/2007 Optimised and extended version WN /06/2008 Approved version + Added disclaimer WN /03/2008 Applied new Manual Template WN /07/2009 Included new elements: User profile drop-down lists Menu indications Displaying common sections in Display screen WN Information System Name: User Manual Page 4

5 1. GENERAL INTRODUCTION 1.1. SFC2007 SFC2007 is the new management tool for the European Funds for the period The following Funds are concerned: European Regional Development Fund (ERDF) European Social Fund (ESF) Cohesion Fund (CF) European Agricultural Fund for Rural Development (EAFRD) European Fisheries Fund (EFF) Compared to the previous period, the new regulations bring about considerable changes. According to the Council regulations, all exchanges concerning financial transactions between the Commission and the authorities designated by the Member States shall be made by electronic means in accordance with the implementing rules adopted by the Commission. SFC2007 is a web application, which you can access via Internet (https) using Microsoft Internet Explorer or Mozilla Firefox. Web applications have the following advantages: No additional development effort or investment is needed on the part of the Member States No software needs to be installed The system is easy to use and accessible anywhere you have an Internet connection Remote updates are possible Interactivity: you communicate with the Commission through the system Documentation set An extensive documentation set is provided to facilitate the use of SFC2007. Next to the Introduction Manual (the document you are currently reading), a manual or user guide is provided for each User Profile or group of User Profiles. Each manual thus describes the actions performed by a specific User Profile. If a task can be performed by more than one profile, it is treated in all manuals concerned. If a task is dependent on an action performed by another User Profile, the actions are briefly explained as background information. Information System Name: User Manual Page 5

6 The following SFC2007 manuals will be available: Manual Main topics Introduction Guide General Introduction Software requirements Logging on procedure User Interface description Common tab description Member State Authority Manual Managing CCI Managing National Strategic Framework (Structural Funds) Managing National Strategic Plans (AFRD, EFF) Sending Member State Management and Control System Member State Managing Authority Manual Managing CCI Managing Operational Programmes Managing Major Projects Managing Implementation Report (Annual and Final) Managing Ex-Ante, Ongoing / Interim, Midterm Evaluation documents European Commission Operational Agent Manual (in preparation) Evaluating CCI requests Evaluating National Strategic Reference Framework Evaluating Operational Programmes Evaluating Major Projects Managing Commission Decisions Evaluating Annual Payment Application Forecast Evaluating Member State Management and Control System Evaluating Payment Application Managing other standalone documents (Cohesion Report, Community Strategic Guidelines, Financial Perspectives, Fisheries Report, Rural Development Report, templates 1.3. Disclaimer The information contained in this manual is for guidance only and is a description on how to use the SFC2007 application. There can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the regulations or could be considered as a legal interpretation of the Commission services. Information System Name: User Manual Page 6

7 2. SYSTEM AND SOFTWARE REQUIREMENTS The following system and software requirements apply for a smooth operation of the SFC2007 Information System: Manual Internet Connectivity Adobe Acrobat Reader Visualisation applications Main topics Supported browser versions: Microsoft Internet Explorer version 7 or higher Mozilla Firefox version 3 or higher Additional requirements: A direct or indirect access to the Internet must be available. A proxy, if used, must support HTTPS. JavaScript must be authorised. See section Authorising JavaScript. The storage of encrypted content on the hard disk must be authorized. See section Authorising the storage of encrypted content on disk. Supported version: Version 7 Additional requirement: The SFC2007 e-signing certificate must be installed for allowing the electronic signature (See section Installing the European Commission's public key for SFC2007). The member states can upload files in various formats. It is of course required to dispose of the appropriated visualisation applications. Examples: Microsoft Word documents (.doc,.rtf) Microsoft Excel documents (.xls) Microsoft PowerPoint documents (.ppt) Flat text documents (.txt) Graphic documents (.jpg,.tiff, ) Important note: Due to a recent version change of SFC2007 you will once need to clear the cache in Internet Explorer. For Internet Explorer 7, proceed as follows: Close all browser windows. Reopen and go to Tools Internet Options. In the Browsing history section on the General tab, click the Delete button. On the Delete Browsing History dialog, click the Delete all... button. Close again all browser windows. Reopen your internet browser and log in again to SFC2007. Information System Name: User Manual Page 7

8 If you are still using Internet Explorer 6, proceed as follows: Close all browser windows. Reopen and go to Tools Internet Options. Click the Delete Files button in the Temporary Internet Files section on the General tab. click the Delete button. Close again all browser windows. Reopen your internet browser and log in again to SFC Authorising JavaScript Perform the following procedure to verify if JavaScript is authorised in Microsoft Internet Explorer 7: 1. Select Internet Options from the Tools menu. 2. Select the Security tab. 3. Select Internet in the Web content zone selection box. 4. Click the Custom Level button and verify if the following options in the Scripting section have been activated: Active scripting Scripting of Java applets Perform the following procedure to verify if JavaScript is authorised in Mozilla Firefox 3: 1. Select Options from the Tools menu. 2. Select the Content tab. 3. Verify if the Activate JavaScript check box has been selected Authorising the storage of encrypted content on disk Perform the following procedure to verify if you can store encrypted pages on the disk for Microsoft Internet Explorer 7: 1. Select Internet Options from the Tools menu. 2. Select the Advanced tab. 3. Browse to the Security section. 4. Verify that the option Do not save encrypted pages to disk is NOT activated. Note: The option not to allow encrypted content on disk is not available in Mozilla Firefox 3. You therefore do not need check this requirement, if you are using this web browser Installing the European Commission's public key for SFC2007 Documents sent to the Member States by the European Commission contain a digital signature. This signature guarantees that the documents come from the European Commission and that the document has not been modified in any way since it was created. In order to recognise the digital signature from the Commission, you need to install the European Commission's public key for SFC2007 on all PCs using SFC2007. Perform the following procedure to do so. Information System Name: User Manual Page 8

9 1. From the CIRCA web site, download a copy of the public key file. The URL of the CIRCA web site is: c_key/sign_cacer/_en_1.0_&a=i The public key file name is: sign_ca.cer. 2. Open Adobe Acrobat Reader In the Document menu, select the Trusted Identities option. The following dialog is displayed: 4. From the Display drop-down list, select the Certificates option. The existing certificates will be displayed. 5. Click the Add Contacts button. The following dialog is displayed: 6. In the next window which opens, click on the Browse button. The following dialog is displayed: Information System Name: User Manual Page 9

10 7. Select the certificate file you previously downloaded (sign_ca.cer) and click the Open button. The certificate is displayed in the Contacts section. 8. Select the certificate and click the Import button at the bottom of the window. The following dialog is displayed: 9. Click the OK button to return to the Manage trusted Identities dialog. The SFC2007 certificate has been added to the list. 10. Select the SFC2007 certificate and click the Edit Trust button. The Edit Certificate Trust dialog is displayed. 11. Select the check boxes Signatures and as a trusted root and Certified documents. Information System Name: User Manual Page 10

11 12. Close both dialogs. The SFC2007 certificate has now been installed. On the cover page of documents sent by the European Commission, this will be reflected as follows: Information System Name: User Manual Page 11

12 3. LOGGING IN TO SFC Applying for a User Account (Member State users) The following procedure explains how to request an SFC2007 user account. 1. Fill out the application form. The application form can be found at the SFC2007 Circa group: multiple_1/_en_1.11_&a=i 2. Ask your MS Liaison Officer to transmit the filled-out form to the Commission. The list of MS liaison officers is available at the SFC2007 Circa group: pm-105bis/_en_1.16_&a=i 3. Wait while the Liaison Officer sends your application form to the Commission and the Commission creates a username and password combination for you. This username will allow you to access the SFC2007 functionalities matching your user profile. 4. Upon receiving an message from the Commission, find out your username and as well as the first part of your password. 5. Ask your MS Liaison Officer for the second part of the password. 6. You are now ready to log in to the SFC2007 web application. Refer to the section Logging in to SFC Applying for User Account (European Commission users) If you work at DG AGRI, DG REGIO or DG FISH, you must fill out your local access request forms or contact your local helpdesk. Your username and password are your ECAS codes. If you work at DG EMPL, fill out the "Formulaire Unique". You will receive an message from the SFC2007 Support service indicating that your account has been created. Your username and password are your ECAS codes Logging in to SFC2007 (Member State AND European Commission users) The following procedure explains how to log in to SFC2007: 1. Open a supported Internet Browser and enter the following URL: Note: You may add this URL to your Favorites or Bookmarks. The ECAS Login screen is displayed: 2. Fill out your SFC2007 Username and Password and click the Submit button. Note: If you do not yet dispose of an SFC2007 Username and Password, you have to apply for them. Refer to the section Applying for a User Account. Once you have correctly entered your Username and Password, the following message is briefly displayed: You have been authenticated successfully by the Authentication Service. Information System Name: User Manual Page 12

13 Then, the initial SFC2007 screen is displayed: 3. You can now start using the SFC2007 system. Refer to section Introducing the SFC2007 User Interface for a general description of the Interface elements Changing your SFC2007 password You may decide to change the SFC2007 Password you received from the European Commission. Perform this procedure to do so: 1. Open an Internet Browser session and browse to the following URL: The ECAS Login screen is displayed. 2. Select the Change password link. 3. Fill out your SFC2007 Username and current Password and click the Submit button. Information System Name: User Manual Page 13

14 The ECAS Change Password screen is displayed: 4. In the ECAS password field, enter again your current password. 5. In the New ECAS password, enter your new Password. Respect the rules mentioned above the introduction fields. 6. In the Confirm new ECAS password, re-enter your new Password. 7. Click the Submit button. The new Password is validated and the SFC2007 initial screen is displayed. Information System Name: User Manual Page 14

15 4. INTRODUCING THE SFC2007 USER INTERFACE Once you have correctly logged in, the initial SFC2007 screen is displayed: This Start page contains the following areas: Header Area Menu bar Work Area These areas will be explained in the following sections Header Area The Header Area is identical to all SFC2007 screens: It contains the following elements: Element User Name Node Profile drop-down list Application version Description This field contains the User Name you used to open the current SFC2007 session. In this example, the Username is w This field contains the indication of the Node the Username is linked to. The following possibilities apply: If you are an SFC2007 User at the European Commission, the Node indication is always EC. If you are an SFC2007 User at the national level of a Member State, the Node indication will match the country code of your Member State. In the example above, the country code is HU, referring to Hungary. If you are an SFC2007 User at a subordinate (regional) level of a Member State, the Node indication will match the region code defined for the Member State Region. For example, the Code DEA06 refers to Berlin (Germany). This drop-down list contains the different profiles assigned to your User Name. Select the required one. This field contains the current version number of the SFC2007 application. Information System Name: User Manual Page 15

16 Element Links Language selection Participating Funds/ Selected Option Description The following links are always available in the upper right corner: Help: Click this link to access manuals, help and e-learing documentation. Home: Click this link to return to the currently displayed Home page. The following link is only available, if you are a Member State user: Logout: Click this link to log out the SFC2007 application. You will have to provide your ECAS password to regain access to the application. Note: This link is not available to European Commission Users, as they use the ECAS login to access other Commission applications as well. The user interface is displayed by default in the language selected on your computer regional settings. You can however select another language from the drop-down list. Note: Reports created during an SFC2007 session will be generated in the selected language. The application will be displayed in the selected language the next time you access the application. On the initial SFC2007 screen, the Funds managed by the application are displayed: ERDF/CF, ESF, EAFRD and EFF. Once you have selected an option from the menu bar, the selected option indication is displayed. Example: 4.2. Menu bar The SFC2007 Menu bar is located under the Header Area. When you click a menu, its options are displayed in the form of a drop-down menu. You select an option by pointing to it and then clicking it: The 9 Menus (Strategic Planning to Utilities) are always available as displayed above. They represent the Object Categories managed by SFC2007. The User Role (e.g. MSA or MSMA) and the User Node (e.g. European Commission, Member State) determine which Object Types are displayed. If a menu does not contain any Object Types for your User Role and Node, it cannot be expanded and a little square is displayed: Information System Name: User Manual Page 16

17 4.3. Work Area When you access the initial SFC2007 screen, the following message is displayed in the Work Area: Welcome to the SFC2007 application This message will also be displayed, when you click the Home link in the upper right corner Generic workflow for Objects in SFC2007 When you are working with Objects in SFC2007, you typically follow the following generic workflow: When you follow this workflow, you will be confronted with the three screen types in the Work Area: List screen Display screen Edit screen The generic aspects of these screen types are described in the following sections List screen When you select an option from a drop-down menu, the List screen for the Object Type matching the selected option will be displayed in the Work Area. In the following example, the Operational Programme option is selected from the Programming drop-down menu. As a result, the List screen for Operational Programmes is displayed: Information System Name: User Manual Page 17

18 The List screen contains two panes and one link: Search Criteria Pane This pane contains a number of fields allowing you to enter search criteria. Only Objects matching all defined criteria will be listed in the Matching Entries Pane. Matching Entries Pane This pane contains the list of the Entries matching all Search Criteria defined in the Search Criteria Pane. When you access the List screen, no search criteria have been defined, so that the Matching Entries pane lists all entries. Create New Object Link This link allows the creation of a new Object of the selected type. This link is only available for users having the necessary permissions. These panes and link are explained in the following sections Search Criteria Pane The Search Criteria Pane always contains a number of Search Fields allowing the introduction of Search Criteria. Only entries matching all defined Search Criteria will be listed in the List of Matching Entries. When you first access the Search Page, no search criteria have been defined. That is why all available Objects are listed in the Matching Objects Pane. Information System Name: User Manual Page 18

19 Examples: No Search Criteria defined: Search Criteria defined: In the example above, search criteria were defined by selecting a value from two dropdown lists. Search Criteria with Wildcards defined: In the example above, search criteria were defined by entering values directly into the regular search fields (that are not drop-down lists). Note that the search function is casesensitive and that you can use the indicated wildcards. Some or all Search fields are accompanied by a check box in the Show column. By default, all Show check boxes are selected. By consequence, the matching columns are displayed in the Matching Objects pane. If you want to hide one or more columns, clear the matching check boxes. Search fields without Show check box contain essential information that cannot be hidden in the Matching Objects pane. Information System Name: User Manual Page 19

20 Examples: Default setting: All check boxes selected: Some check boxes cleared: Note: You can make the hidden columns reappear by selecting the check boxes again. Furthermore, the CCI column will always be present in the list of matching entries, as there is no check box to be cleared Matching Entries Pane The Matching Entries Pane contains columns with information about the entries matching the Search Criteria defined in the Search Criteria Pane. Which information columns are displayed for each entry, is defined by the selected Show check boxes in the Search Criteria Pane. The Matching entries pane looks as follows: Information System Name: User Manual Page 20

21 In the header area, the following elements and options are available: Option Browse status Browse options Description The browse status indicates: the number of matching entries (or results) the relative position of the currently displayed entries. There are two Browse options: Browse buttons: Click a Browse button to move through the pages of matching entries: Page links: Click a Page link to move directly to that page of matching entries: Display options In this example, there are two pages of matching entries. The link matching the currently displayed page (page 1) is displayed in bold. There are two Display options: Number of entries per page: Enter the required number in this field. The pages with matching entries will contain this number of matching items. The default value is 10, which allows you to see all the entries on the page without having to scroll down. When you define another value (as in the example above), this value will be maintained, until you close the session. When you start a new session, the default value will again be used. Show all: Select this link to display all matching entries on a single page. If the list is long, you will have to scroll down to see the entries. Information System Name: User Manual Page 21

22 Option Export options Description The Export options allow exporting the list of matching entries in three formats: Microsoft Excel: Click the icon to export the list of matching entries as a Microsoft Excel Workbook with the default name detail.xls. You may change this name when downloading the file. The file has the following appearance: Adobe Acrobat 7.0 Document (PDF): Click the icon to export the list of matching entries as an Adobe Acrobat 7.0 Document with the default name detail.pdf. You may change the name when downloading the file. The file has the following appearance (opened in Adobe Reader 7.0): CSV file (Comma Separated Values): Click the icon to export the list of matching entries as a CSV file with the default name detail.txt. You may change the name when downloading the file. The file has the following appearance (opened in Notepad): Fields are separated by the ('pipe') character. Information System Name: User Manual Page 22

23 Option Selected sort option Description It is possible to sort the list of matching entries in ascending and descending order of the selected column: By default, the displayed entries are sorted in the ascending order of the values in the left column. In the following example, the matching items are therefore sorted in the ascending order of the CCI column: The default sort icon ( ) is displayed for all columns. Click a column heading once to sort the displayed entries in ascending order by the values in the selected column. In the following example, the matching entries are sorted in ascending order by the column Status: The ascending sort icon ( ) is displayed for the selected column. Click the same column heading a second time to sort the displayed entries in descending order by the values in the selected column. In the following example, the matching entries are sorted in descending order by the column Status: The descending sort icon ( ) is displayed for the selected column. Information System Name: User Manual Page 23

24 The main body of the List of Matching Entries pane contains one line of information for each Entry matching the defined Search Criteria: Which information is displayed for each Entry, depends on the settings in the Search Criteria pane: only fields for which the Show check box has not been cleared have a matching column in the main body of the Matching Entries pane. The information in the left column always identifies the main Object. In the example above, the CCI identifies the Operational Programme. The information in the left column is represented as a link giving access to the Display screen of the selected main Object. In the example above, the CCI is thus represented as a link giving access to the Operational Programme Display screen. The other columns are typically read-only and provide additional information about the main Object. It is however possible that the information in another column is also represented as a link giving access to the Display screen of an associated Object. In the example above, the Decision column contains links giving access to the Decision Display screen Create New Object Link If available, the link allowing the creation of a new Object is located underneath the List of matching Entries: In the example above, the link Create a new Operational Programme is available. This means that you can indeed create a new Operational Programme. Information System Name: User Manual Page 24

25 If it is currently not possible or if you are not authorised to create a new Object, the link is not available: The reasons for this can be various: Your role does not allow you to create new Objects. In the example above, the Member State Managing Authority has the right to create a new Operational Programme, whereas the Member State Authority does not dispose of this right. The conditions required for creating a new Object are not fulfilled Display Screen You can access the Display screen for a specific Object by selecting the Object in the Matching Entries pane. The Display screen provides an overview of the current settings for the selected Object. Dependent on the Object state and the User Privileges, the user may also be able to edit the values. As Display screens tend to contain a lot of sections, you may have to scroll up and down to visualise all information. In the following example, the Operational Programme Display screen has been shortened for simplicity reasons: Information System Name: User Manual Page 25

26 Information System Name: User Manual Page 26

27 The following elements are available: Option Links Sections Description A number of links is available at the top of the screen. The following links are always available: Return to list: Click this link to return to the Display screen listing the Entries matching your Search Criteria. Print: Click this link to generate a Report containing all encoded official information about the Object. Sample reports are included in the manuals about the specific Object Types. Print All: Click this link to generate a Detailed Report containing all encoded official information about the Object, plus information required to manage the Object, such as Last Validation Results, History and Officials in Charge. These links are also available as Fix links at the bottom of the screen. Other links are available, depending on the Object's status and the user type and privileges. The main part of the Display screen consists of sections containing information about the Object. By default, most sections are expanded, meaning that their content is displayed. If the Collapse icon ( ) is available in the upper right corner of a section, you can click it to collapse the section. On the contrary, the sections Officials in Charge, Latest Validation Results and History are collapsed by default, meaning that only their title bars are displayed. You can click the Expand icon ( ) to expand these sections. The information fields displayed in the sections are read-only. This is also the case for the Status boxes, although they look as check boxes. Information System Name: User Manual Page 27

28 Option Edit links Description Click the Edit link in the lower left corner of a section, if you need to change the settings in that section. The Object's Edit screen will be displayed and the tab matching the selected section will be active. If the Edit link is not available, this means that you cannot change the Object's settings at this moment. Possible reasons: Your User Profile only allows viewing the Object's setting, not editing them. The current status of the Object in its workflow does not allow you to change it. Example: In this example, the Edit link is not available, because the User logged in as a Member State Managing Authority and the Operational Programme Status has been set to Decision Taken. The MSMA can no longer change the settings for this version of the OP Edit Screen The Edit screen allows editing the settings for the selected Object. It consists of a number of tabs and subtabs matching the sections on the Display screen. You can access the Edit screen for an Object by clicking the Edit link in one of the sections. As a result, the Edit screen will be displayed and the tab or subtab matching the selected section will be active. Information System Name: User Manual Page 28

29 The complete Edit screen looks as follows: Information System Name: User Manual Page 29

30 The following elements are available: Option Screen heading Description The screen heading contains the identifying information about the Object. In the example above, the following identifying information about the Operational Programme is provided: CCI Title Version Status The icon is available next to the Status Indication, if there is a comment associated with the last entry in the History table. In the example above, a comment was entered by the European Commission Operational Agent, when he returned the Operational Programme for correction. You can click the icon to display the comment in a temporary window: Information tabs Buttons Return to Display Click the Close case ( ) to close the Comment window. The main part of the Edit screen consists of tabs containing information fields about the Object. To edit the settings, select the required tab and perform the required changes. Most tabs as well as the information fields on them are specific for the selected Object type. For a description of the information fields, please refer to the relevant chapters and sections in the detailed SFC2007 user guides. However, the tabs Authorities, Documents and Officials in Charge are common to all Object types. Refer to the following sections for an introduction to these common tabs: Authorities tab Documents tab Officials In Charge tab The Save and Cancel buttons are located below the Information tabs: Click the Cancel button to cancel the modifications on the current tab. Click the Save button to save the modifications on the current tab. Attention: If you change the settings on a tab and move to another tab without saving the changes, these changes will be lost! This link is located in the lower left corner of the Edit screen. Click it to return to the Display screen for the currently selected Object. Return to the Display screen after having performed and saved the required changes to the Object information fields. On the Display screen, you can perform other actions on the Object, such as validating, sending, etc. Information System Name: User Manual Page 30

31 5. INTRODUCING COMMON SECTIONS ON THE SFC2007 DISPLAY SCREENS The following sections are common to the Display screens of various SFC2007 Objects. As they behave in a similar way for these Objects, they are explained once in this chapter. The common tabs are: Authorities section Documents section Officials in Charge section Please refer to the dedicated sections for a detailed description Authorities section The Authorities section on an Object Display screen lists the Authorities defined for the Object. The Authorities section always appears as follows on the Display screen: For each listed Authority, the following fields are available: Type Name Address Contact Phone Fax For a description of these fields, refer to section Authorities Data fields or click an individual field link in the list above. Click the Edit link, if you need to define an additional Authority or to edit an existing one. The Object Edit screen will be displayed and the Authorities tab will be active. Refer to Editing the Authorities tab. Information System Name: User Manual Page 31

32 5.2. Documents section The Documents section on an Object Display screen lists the Documents defined for the Object. The Documents section always appears as follows on the Display screen: For each listed Document, the following fields are available: Title Type Language Attachments Document Date Sent Date For a description of these fields, refer to section Documents Data fields or click an individual field link in the list above. Click the icon in the right-most column to display additional information about the Document definition: The following additional information is displayed in a callout for the selected document: Sent by Commission Registration No Local Reference Member State For a description of these fields, refer to section Documents Data fields or click an individual field link in the list above. Information System Name: User Manual Page 32

33 5.3. Officials in Charge section The Officials in Charge section on an Object Display screen lists the Authorities defined for the Object. The Officials in charge section always appears as follows on the Display screen: For each listed Authority, the following fields are available: Name Phone Fax Valid From Valid until For a description of these fields, refer to section Officials in Charge Data fields or click an individual field link in the list above. Click the Edit link, if you need to define an additional Official in Charge or to edit an existing one. The Object Edit screen will be displayed and the In Charge tab will be active. Refer to Editing the In Charge tab. Information System Name: User Manual Page 33

34 6. INTRODUCING COMMON TABS ON THE SFC2007 EDIT SCREENS The following tabs are common to the Edit screens of various SFC2007 Objects. As they behave in a similar way for these Objects, they are explained once in this chapter. The common tabs are: Authorities tab Documents tab Officials in Charge tab Please refer to the dedicated sections for a detailed description Authorities tab The Authorities tab on an Object Edit screen lists the Authority definitions defined for the Object. The Authorities tab always appears as follows on the Edit screen: For each listed Authority, the following fields are available: Type Name For a description of these fields, refer to section Authorities Data fields or click an individual field link in the list above. You can now: Edit an existing Authority definition by clicking the link in the Name field. Delete an existing Authority by clicking the Rubbish bin icon ( ). Add a new Authority definition by clicking the link at the bottom of the screen. Information System Name: User Manual Page 34

35 Editing an existing Authority Click the link in its Name field to change the settings for an existing Authority. The screen looks as follows: The following fields are available: Type Name Address Contact Phone Fax For a description of these fields, refer to section Authorities Data fields or click an individual field link in the list above. Perform the required changes and click the Update button to save them. Information System Name: User Manual Page 35

36 Adding a new Authority Click the link Add a new Authority to create an additional Authority for the Object. This following screen is displayed: The following fields are available: Type Name Address Contact Phone Fax For a description of these fields, refer to section Authorities Data fields or click an individual field link in the list above. Once you have completed the fields as required, click the Add button and repeat this step for all Authorities you want to add Authorities Data Fields The following table lists the fields available for an Authority definition. For each field, the following information is provided: Field name Description Maximum Length (M.L.) expressed as a number of characters. If the maximum field length is not relevant, the field contains a dash (-).The field length is not relevant for check boxes, for fields containing a date and for fields for which a predefined value must be selected from a drop-down list. Status: M (Mandatory) or O (Optional) Field name Description M.L. Status Type This field contains the Type selected for this Authority definition. The available Authority types depend on the Object. When you are creating or editing an Authority, this field contains a drop-down list from which you can select the required value. - M Information System Name: User Manual Page 36

37 Field name Description M.L. Status Name Address Contact Phone Fax This field contains the name of the Authority involved in the Operational Programme (Institution, Ministry etc). When you are creating or editing an Authority, you can enter or edit the value in this field. This field contains the Authority address. When you are creating or editing an Authority, you can enter or edit the value in this field. This field contains the name of the contact person at the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field. This field contains the phone number to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field. This field contains the fax number to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field. This field contains the address to be used to contact the Authority. When you are creating or editing an Authority, you can enter or edit the value in this field. 255 M 255 O 60 O 20 O 20 O 255 O Information System Name: User Manual Page 37

38 6.2. Documents tab The Documents tab on an Object Edit screen displays Document definitions assigned to the selected Object. The Documents tab always appears as follows on the Edit screen: At the top of the tab, the standard browse and display options are available to scroll through a long list of Documents. By default the Documents are listed in chronological order of the Document Date. You can change the sort order by clicking any column heading. The documents will be sorted in ascending order of the selected column. If you click the same column a second time, the documents are sorted in the descending order. For each listed Document, the following fields are available: Title Type Language Document Date Sent Date For a description of these fields, refer to section Document Definitions Data fields or click an individual field link in the list above. You can use this screen to: Access the Document Details screen by clicking the link in the Title field. Delete an existing Document definition by clicking the Rubbish bin icon ( ). Documents can only be deleted, if they have not yet been sent to their intended recipient (i.e. from a Member State to the European Commission or from the European Commission to a Member State) and if the Document creator and the user now accessing this screen belong to the same node (they are both Member State users or both European Commission users). For Documents that cannot be deleted, the Rubbish bin icon is not available. Add a new Document definition by clicking the link at the bottom of the screen. Display the name of Document attachment by pointing to one of the numbered links in the Attachment column: Open an Attachment by double-clicking a numbered link in the Attachment column. Information System Name: User Manual Page 38

39 Using thte Document Details screen When you click a link in the Title field on the Documents tab, the Document Details screen is displayed. This screen can appear in Edit mode or in Read-only mode. Refer to the dedicated sections for a detailed description Document Details screen appearing in Edit Mode The Document Details screen appears in Edit mode if: the user having created the Document and the user now accessing it belong to the same node (Member State or European Commission), AND the Document has not yet been sent to its intended recipient (from the Member State to the European Commission, or vice versa) The Document Details screen in Edit mode appears as follows: Information System Name: User Manual Page 39

40 You can now perform the following actions: Action Edit the Document definition fields Open existing Attachments Description The Document Detail fields are located at the top of the screen. The following fields are available, most of which can be edited: Type (You cannot change the Document type for an existing Document definition) Title Document Date Language Commission Registration No. (This field is accessible in this example because the Document definition was created by a user at the European Commission). Local Reference (This field is not accessible in this example, as it was created with a Commission user account. The Local Reference field is accessible when you log in with a Member State user account.) Comments Member State Notification Details For a description of these fields, refer to section Document definitions Data fields or click an individual field link in the list above. Edit the accessible fields as required and click the Save button. The Attachments linked to the Document definition are listed in the Attachments section. The following fields following fields are available: Title Filename or link Upload Date For a description of these fields, refer to section Attachments Data fields or click an individual field link in the list above. Click the link in the Filename or Link field to open the Attachment. The following screen is displayed: Delete existing Attachments You can open the file to view its contents or save a local copy. Click the Rubbish bin icon ( ) next to the attachment to be deleted. The link between the file or URL and the Document definition is deleted and the attachment disappears from the attachment list. However, the referenced files are evidently NOT deleted by this action. Information System Name: User Manual Page 40

41 Action Add new Attachments Description Click the link Add a new Attachment located below the Attachment overview. The following screen is displayed: At the top, the following Document definition fields are displayed: Title Type These fields appear in read-only mode. At the bottom, you can define the Attachment definition fields: Title Attachment to Fill out the fields as required and click the Save button Document Details screen in read-only mode The Document Details screen appears in Read-only mode if: the user having created the Document and the user now accessing it do not belong to the same node (Member State or European Commission), OR the Document has already been sent to its intended recipient (from the Member State to the European Commission, or vice versa) In this case, you can only open existing Attachments. The Document Details section appears in read-only mode. The following fields are displayed: Type Sent date Title Document date Information System Name: User Manual Page 41

42 Language Commission Registration Number Local Reference Comment Member State Notification Details For a description of these fields, refer to section Documents Data fields or click an individual field link in the list above. The Attachments section displays the files attached or linked to the Document definition. You can click a filename or URL link to open and view an attachment and to save a local copy. You cannot delete or change existing attachments, nor add additional attachments. The following fields are displayed: Title Filename Link Upload Date For a description of these fields, refer to section Attachments Data fields or click an individual field link in the list above Adding new Document definitions On the Document Detail screen, click the link Add a new Document to add a new Document definition: The following screen is displayed: The following fields are available: Type Title Information System Name: User Manual Page 42

43 Document Date Language Commission Registration No. Local Reference Comments For a description of these fields, refer to section Document definitions Data fields or click an individual field link in the list above. Once you have completed the fields as required, click the Save button. The following screen is displayed: Description: The Document definition is saved. The link Add a new Attachment is displayed below the Attachment list. Refer to the section Adding new Attachments. Once you have added a first Attachment, the following screen is displayed: Description: The added Attachment is displayed in the Attachments list. Refer to the section Attachments Data fields for a description of the available fields. The Notification Details section may become available in the Document Details pane. Click the link or refer to Documents Data fields for a description of this section. The Send button may become available below the Attachment list. You may click it to send the Document definition without sending the complete Object. Information System Name: User Manual Page 43

44 Adding new Attachments You can add attachments to a Document definition, if that Document definition has been saved but not yet sent. In that case, the link Add a new Attachment is available in the Attachments section of the Document Details screen: When you click this link, the following dialog is displayed: The Document section of the screen displays the following fields in read-only mode: Title Type For a description of these fields, refer to section Document definitions Data fields or click an individual field link in the list above. The Attachment section contains the following fields: Title Attachment To Refer to the section Attachments Data fields for a description of the available fields. Once you have completed the fields as required, click the Save button Document Definitions Data Fields The following table lists the fields available for a Document definition. For each field, the following information is provided: Field name Description Maximum Length (M.L.) expressed as a number of characters. If the maximum field length is not relevant, the field contains a dash (-).The field length is not relevant for Information System Name: User Manual Page 44

45 check boxes, for fields containing a date and for fields for which a predefined value must be seleted from a drop-down list. Status: M (Mandatory) or O (Optional) Field name Description M.L. Status Title Type Language Attachments Document Date This field contains the user-defined title for the Document definition. When you are creating or editing a Document definition, you can enter or edit the value in this field. This field contains a description of the document type. These types are dependent of the Object type. When you are creating or editing a Document definition, this field contains a drop-down list from which you can select the required value. This field contains an indication of the language in which the attachments are written. When you are creating or editing a Document definition, this field contains a drop-down list from which you can select one of the official EU languages. This field contains numbered links to one or more attachments. You can click an attachment to open it. This field contains a user-defined creation date for the document definition. When you are creating a new Document definition, you can enter a date in the format dd/mm/yyyy or click the Calendar icon ( ) and select the date on the Calendar: 255 M 20 O - M - C - M Sent date Commission Registration No. This field is filled out automatically with the date on which the document definition (and its attachments) was sent by the Member State to the European Commission or by the European Commission to the Member State. The field is empty if the Document has not yet been sent. This field may contain the Commission Registration number. This is currently the Adonis number. When an SFC2007 User at the European Commission is creating or editing Document definition, he may enter (or edit) the required Adonis number in this field. - O 240 O Information System Name: User Manual Page 45

46 Field name Description M.L. Status Local Reference Comments Member State Notification Details Sent by This field may contain the local reference of the Document definition. When an SFC2007 user at a Member State is creating or editing a Document definition, he may enter (or edit) the required Local Reference in this field. This field may contain the comments linked to the Document definition. When you are creating or editing a Document definition, you can enter or edit the value in this field. This optional field may indicate the Member State concerned by this document. It is only visible for SFC2007 Users at the European Commission. When an SFC2007 User at the European Commission is creating or editing a Document definition, he may select another Member State from the drop-down list. This section is only available for Document definitions which can be sent separately (i.e. without sending the complete Object) to intended recipient (i.e. Member State or European Commission). In the example above, the section is available, because the Informal Operational Programme Proposal can be sent separately to the European Commission. The section contains two elements: Disable automatic notification: By default this check box is cleared, meaning that the recipients of the sent document are notified when the document definition is sent. Select the check box to prevent this notification. Comments: This field contains the comments to be sent with the notification. You can enter or edit the text. The maximum field length is 240 characters. This field contains the User Name of the person who sent the document (both Member State and Commission users). The User Name is displayed as a link. When you click the link, a blank message is opened to be sent to the address associated with the user. 240 O 2000 O - O - O - O - C Information System Name: User Manual Page 46

47 Attachments Data fields The following table lists the fields available for an Attachment definition. For each field, the following information is provided: Field name Description Maximum Length (M.L.) expressed as a number of characters. If the maximum field length is not relevant, the field contains a dash (-).The field length is not relevant for check boxes, for fields containing a date and for fields for which a predefined value must be selected from a drop-down list. Status: M (Mandatory) or O (Optional) Field name Description M.L. Status Title Attachment to Filename Link Upload date This field contains the user-defined title for the Attachment. When you are editing or adding a new Attachment, you can enter or edit the value in this field. There are two Attachment types: Upload: Select this option box, if you want to link the attachment by means of a Windows path. Then enter the Windows path in the Upload text field. As an alternative you can click the Browse button and browse to the file to be attached. Link (URL): Select this option box, if you want to link the attachment by means of an URL. Then enter the required URL in the Link (URL) text field. In an Attachment List, the defined URL is displayed in the Link field. For Attachments linked to the Document definition by means of a Windows path, this field contains the defined filename. You can click the file name to open the Attachment. If the Attachment is linked by means of a URL, this field remains empty. For Attachments linked to the Document definition by means of a URL, this field contains the defined URL. You can click the URL to open the Attachment. If the Attachment is linked by means of a filename, this field remains empty. This field contains the data the file or link was assigned to the Document definition. This field is filled out automatically by the system. 240 M 2000 M 2000 O 2000 O - M Information System Name: User Manual Page 47

48 6.3. Officials in Charge tab The Officials In Charge tab on an Object Edit screen lists the Officials in Charge of the Object in the Member State or at the Commission. The Officials in Charge tab always appears as follows on the Edit screen: At the top of the tab, the standard browse and display options are available to scroll through a long list of Officials in Charge. By default the existing Officials in Charge definitions are listed in alphabetical order of the name fields. You can change the sort order by clicking any column heading. The Officials in Charge definitions will be sorted in ascending order of the selected column. If you click the same column a second time, the documents are sorted in the descending order. For each listed Official in Charge, the following fields are available: Name Phone Fax Valid From (Valid) Until For a description of these fields, refer to section Officials in Charge Data fields or click an individual field link in the list above. You can now: Edit an existing Official in Charge definition by clicking the link in the Name field Delete an existing Official in Charge by clicking the Rubbish bin icon ( ) Add a new Official in Charge definition by clicking the link at the bottom of the screen Editing an existing Official in Change Click the link in its Name field to change the settings for an existing Official in Charge. The screen looks as follows: Information System Name: User Manual Page 48

49 The following fields are available: Name Phone Fax Valid From Valid Until Automatically notified Preferred language Commission Official For a description of these fields, refer to section Officials in Charge Data fields or click an individual field link in the list above. Perform the required changes and click the Update button to save them Adding a new Official in Charge Click the link Add a new Official in Charge to create an additional Official in Charge for the Object. This following screen is displayed: The following fields are available: Name Phone Fax Valid From Valid Until Automatically notified Preferred language Commission Official For a description of these fields, refer to section Officials in Charge Data fields or click an individual field link in the list above. Once you have completed the fields as required, click the Add button and repeat this step for all Officials in Charge you want to add. Information System Name: User Manual Page 49

50 Officials in Charge Data fields The following table lists the fields available for an Official in Charge definition. For each field, the following information is provided: Field name Description Maximum Length (M.L.) expressed as a number of characters. If the maximum field length is not relevant, the field contains a dash (-).The field length is not relevant for check boxes, for fields containing a date and for fields for which a predefined value must be selected from a drop-down list. Status: M (Mandatory) or O (Optional) Field name Description M.L. Status Name Phone Fax Valid From This field contains the name of the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field. This field may contain the phone number to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field. This field contains the address to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field. This field may contain the fax number to be used to contact the Official in Charge. When you are editing or adding an Official in Charge, you can enter or edit the value in this field. This field may contain the start date of the validity period for this entry. To define or change the date, enter the date in the dd/mm/yyyy format or click the Calendar Icon ( ) and select the required start date. 240 M 255 O 20 M 255 O 20 O Until This field may contains the end date of the validity period for this Official in Charge. To define or change the date, enter the date in the dd/mm/yyyy format or click the Calendar Icon ( ) and select the required start date. - O Information System Name: User Manual Page 50