User Manual. Declaration Creation, Submission and Approvals for ERDF For Beneficiary, Approver Beneficiary and Intermediary Body users. Version 0.

Transcription

1 User Manual Declaration Creation, Submission and Approvals for ERDF For Beneficiary, Approver Beneficiary and Intermediary Body users. Version 0.3

2 Document Version Control Version Amendment Author Date Change Description 0.1 Mark Crossan 8th September 2017 Initial Draft 0.2 Mark Crossan 26 th October 2017 Focusing document on ERDF 0.3 Mark Crossan 27 th October 2017 Updated ERDF screen shots Page 2

3 Table of Contents 1 Overview Creating a Declaration Adding Indicators to the Declaration Download the Indicator Template Creating an Indicator Upload Creating a Management Verification Submitting a Declaration for Approval Beneficiary Approver Reviews Declaration to Approve or Reject Intermediary Body Acknowledges the Declaration Intermediary Body Reviews Declaration to Approve or Reject Page 3

4 1 Overview The purpose of this document is to provide the ERDF end user an instructional manual that they can reference to guide them in creating and submitting a Declaration and adding the associated Indicator uploads for all of the User groups that will directly be handling the Declaration. Note that this document focuses on the ERDF Fund and should be used by Beneficiary users, Approver Beneficiary User and Intermediary Body users. For ERDF, the Scheme Type will dictate what user group will create the Project and Declaration records. This document is based on the default Scheme Type of Beneficiary creates Projects (M3). A note is added wherever this default process differs. 2 Creating a Declaration Note: - Scheme Type of Multiple Intermediate Bodies Workflow [e.g. Measure1] (M1) the IB user will create the Declaration. - Beneficiary users will create the Declaration for other Scheme Types. 2.1 Create from the main homepage dashboard: From the Beneficiary home page click on the New Declaration button: Select the relevant Project from the dropdown list: Page 4

5 2.1.3 A new blank Declaration will be displayed. Fill in the relevant details starting by giving the Declaration a relevant name: The system will prompt you for mandatory fields initially with Required displayed, and then a warning prompt and the relevant fields highlighted in red if you try to save the record before they have been filled in The Cascade Info tab will display the cascade information relevant to this Declaration: When you have entered in the relevant details then Save the record by clicking on the Save button: Page 5

6 2.1.7 You can edit the Declaration after it has been saved by clicking on the Edit button. Note that you can only edit the Declaration before it has been submitted for approval or if it has been rejected by the approver. Page 6

7 2.2 Create from the Project record: Alternatively, a Declaration can be created directly from the Declaration subpanel in the Project record Select and open the relevant Project record from the dashlet on the main homepage dashboard: Projects dashlet: Or else by searching in the Projects tab: Projects tab: Open the relevant Project that a Declaration needs to be created for Scroll down the screen to find the Declaration subpanel. This will display all Declarations that currently exist for this Project Click on the + button to add/ create a new Declaration: Page 7

8 2.2.7 Enter in the Declaration details as needed. 3 Adding Indicators to the Declaration 3.1 Indicators will need to be added to the Declaration. These can be Performance based indicators, or Finance based indicators. Or a Declaration can have both. 3.2 Indicators can be added by creating an Indicator Upload and importing a csv file for the import of multiple indicators. 3.3 This part of the instruction manual will use Finance Indicators as the example used, but the same general process is used for Performance indicators. 3.4 Before an Indicator Upload is performed, a Finance and/or Performance Indicator Upload Template should be downloaded for the purpose of entering the relevant indicator data into. Page 8

9 3.1 Download the Indicator Template: Within the Declaration record click on the down arrow beside the Edit button. And then select which Indicator Template to download. i.e. either Performance or Finance: The downloaded template will appear in the bottom of your browser. Click on it to open the blank template: Populate the template with the relevant data and save the file to a location on your PC. Example of the csv template with some date entered: Page 9

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11 3.2 Creating an Indicator Upload: For the purpose of this manual a Finance Upload will be used, but the same principle stands for Performance indicators. Just use the Performance Template and click on the Performance Upload button instead Click on the Finance Upload button at the top of the Declaration record: A blank upload record will be displayed. Fill in the relevant details starting with a Name: You can drag and drop the upload template into the Upload File field, or else you can click on Choose File and browse to the location on your PC that you previously saved the populated upload template file: Save the record by clicking on the Save button at the top right-hand corner of the screen. You will then see the Status change from Pending to In Progress. When the csv file has been processed and uploaded the Status will then display Complete and the Accept Upload Data button will be displayed: Page 11

12 3.2.6 The uploaded indicators should now be reviewed by the Beneficiary user to ensure that they look okay The Finance Indicators tab will display all of the uploaded indicators and the data associated with them. ( Performance Indicators tab in the case of Performance Indicators) The Amounts ERDF tab will display the rolled-up values of the main Scheme mandatory indicators: The Validations tab will carry out predefined checks on the uploaded data. Note that the mandatory indicators and the validations fields are defined by the Financial Measurement that was selected on the Scheme. So dependent on that, these mandatory indicators and the displayed validation check will vary If there was an issue with the upload, or part of the upload then there will be an entry in the Errors tab. Open that Error record if one exists and the attached csv file will give details as to why there was an issue If all of the indicators were uploaded without issue then there will be no error record as in this example: Page 12

13 Once you are confident that the uploaded Indicator data is okay, then click on the Accept Upload Data button: The Upload Sub-Status field now displays as Approved : The Declaration will display all Upload records in the Finance Indicator Uploads subpanel. (Or Performance Indicator Uploads subpanel in the case of Performance Indicators.) Page 13

14 The Declaration will show the accepted uploaded indicators in the Finance Indicators subpanel. (Or Performance Indicators subpanel in the case of Performance Indicators.) The Declaration s Amounts subpanel will display the total rolled up values for the main mandatory indicators for all of the accepted Financial Indicators: Page 14

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16 4 Creating a Management Verification 4.1. Every Declaration should have a Management Verification before it can be submitted to an approver for review and approval. 4.2 To create a Management Verification record, click on the Management Verification button on the Declaration: 4.3 Fill in the relevant details, starting with give it a Name: 4.4 You can save the Management Verification record with just the basic details and update the rest of the fields later. But note that the Status will remain as Invalid until all of the relevant fields have been entered: 4.5 Enter in the relevant details in the tabs. Just to note that where you enter in a No, you will be required to add a comment to why the answer is no. Page 16

17 4.5 Once you have entered in all of the required data and Saved the record, the Status will automatically update as Valid : 4.6 The Management Verification record will show in the Management Verifications subpanel in the Declaration: 5 Submitting a Declaration for Approval Note: - Scheme Type of Multiple Intermediate Bodies Workflow [e.g. Measure1] (M1) the IB user will submit the Declaration. - Beneficiary users will submit the Declaration for other Scheme Types. 5.1 When a Declaration has Indicators on it and a Management Verification that is Valid, then it can be submitted for Approval. Page 17

18 5.2 When the Beneficiary is ready to submit a Declaration then simply click on the Submit to Approver button: 5.3 The Beneficiary Approver name is displayed in the Cascade Info tab: 5.4 The Beneficiary Approver will get an alert and the Declaration will appear in the Declaration dashlet on their homepage dashboard: 6 Beneficiary Approver Reviews Declaration to Approve or Reject Note: - Scheme Type of Multiple Intermediate Bodies Workflow [e.g. Measure1] (M1) the manually defined person will Approve the Declaration. - The standard process of Beneficiary Approver user will Approve the Declaration for other Scheme Types. Page 18

19 6.1 The Beneficiary Approver will get an alert and the Declaration will appear in the Declaration dashlet on their homepage dashboard: 6.2 The Beneficiary Approver user should open the Declaration and review it. 6.3 They can make the decision to Reject Declaration by clicking on the button if there are issues with the Declaration data. In this instance the Declaration is returned back to the Beneficiary owner to be updated and resubmitted if needed. 6.4 Or else if everything looks good, the Beneficiary Approver user will click the Submit to IB button. 6.5 The Declaration Status will be updated as Submitted to IB 7 Intermediary Body Acknowledges the Declaration. 7.1 The Intermediary Body gets an alert and the Declaration appears in the Declaration dashlet on their homepage dashboard: Page 19

20 7.2 The IB user then opens the Declaration and clicks the Acknowledge button. 7.3 The Status of the Declaration is updated to IB Acknowledged. 8 Intermediary Body Reviews Declaration to Approve or Reject. 8.1 The Intermediary Body opens a Declaration from their dashlet. 8.2 The IB user then reviews the details of the Declaration and associated uploads. 8.3 They can make the decision to Reject Declaration by clicking on the button if there are issues with the Declaration data. In this instance the Declaration is returned back to the Beneficiary owner to be updated and resubmitted if needed. 8.4 Or else if all the data looks good, then the IB user can click on the Accept Declaration button to approve the Declaration. And the Declaration is then a read only record. Page 20

21 8.5 The Declaration Status is automatically updated as IB Accepted : 8.6 The Cascade Info tab on the Declaration records the IB approver: Page 21