1 Where and how to access TCA information

Transcription

1 ESF Transnatinal Platfrm Shrt TCA* User Guide (*Transnatinal Cperatin Agreement) Versin 7 13 March 2018 Cntact: Yves Bisselier, AEIDL esf@aeidl.eu 1 Where and hw t access TCA infrmatin The TCA nline prcess in shrt Hw t create a TCA recrd Hw t update a TCA Guidance n the TCA cntent Detailed guidance n the Editr functins Draft and Published versins Main cntact rganisatin Descriptin fields and the WYSIWYG editr Adding a partner prject Ttal budget frmat Uplad f the full TCA agreement and TCA budget Date f signature Save yur data! Ntificatin and wrkflw system Where and hw t access TCA infrmatin esf-tca-guide-v07c.dcx 1

2 TCAs are published n the ESF Transnatinal Platfrm nce they have been apprved by the respective Managing Authrities (MAs) r Intermediate Bdies (IBs) by clicking n the square related t the TCAs in the statistics sectin at the bttm f the page After accessing the list f all active TCAs, yu can further search the TCAs by using the varius filters prpsed in the left-hand clumn f the web page (faceted search). 2 The TCA nline prcess in shrt TCAs are created/input n the ESF Transnatinal Platfrm (ESF-TP): The members f a transnatinal partnership (the representatives f natinal prjects invlved) have t create the jint TCA nline n the ESF-TP website (nly ne fr the entire partnership). These members each need t have a user accunt n the ESF-TP: see the user guide t the ESF partner search database: One member f the transnatinal partnership needs t lg in t the ESF-TP website, g t the mytnc sectin and create the TCA recrd in the database (see details belw) and add the partnering prjects id int the TCA. Then any cntact f the partnering prjects can edit and update the TCA. Each f the ther partner rganisatins in the TCA shuld then check r add their prject infrmatin t the TCA, if it has nt been dne yet by anther partner. The system ntifies all partners each time this is dne. esf-tca-guide-v07c.dcx 2

3 After all the partner rganisatins have added their prjects, any representative f any f the partnering rganisatins can then decide t submit that TCA-under-creatin t all the crrespnding natinal Managing Authrities/Intermediate Bdies in ne click. Apprval f TCAs: Befre a TCA is submitted fr apprval t the MAs/IBs, it is nly visible t the representatives f the partner prjects f the TCA. Remark: all mandatry data f invlved rganisatins and prjects have t be added befre the related TCA can be submitted. This step needs t be verified prject by prject in the TCA by clicking n the Ready fr MA/IBs validatin green buttn f the prject. After the TCA is submitted t the MAs/IBs cncerned and befre it is apprved, nly the representatives f the partner prjects f the TCA plus the invlved MAs/IBs can access the data. When the members f a TCA decide t submit their TCA fr apprval, the system ntifies all the MAs/IBs cncerned by . Frm this pint n, the MAs/IBs can each apprve (r ask fr details r reject) the partner prject in the call they are in charge f. The actins they take affect bth their prject and the TCA it is part f. When all MAs/IBs invlved have given their apprval, the TCA becmes an apprved TCA (green status) and is then published n the ESF-TP. Only the representatives f the prjects in a TCA (plus system administratrs) can mdify the cntent f the related prjects and f the TCA. The MAs/IBs cannt mdify the cntent f a prject r a TCA; they can nly mdify statuses/decisins n prjects, TCAs and related rganisatins. Mdificatin f a TCA and related infrmatin TCAs, prjects and rganisatins can evlve ver time. If the representatives f the prjects in a TCA update sensitive 1 data f an rganisatin r prject invlved in a TCA, then the status f a TCA will cme back t Orange and the mdified TCA will have t be resubmitted fr apprval t the MAs/IBs cncerned. This Orange status des nt reflect a prblem in the TCA and it can be dealt with quickly nline by the relevant MAs/IBs. If a new partner prject is added t a TCA (r replaces a previus partner prject), the prcess is the same, but the apprval may take a little mre time as the MAs/IBs cncerned may have t recnsider the TCA in mre detail. At any time, an MA/IB may mdify the status f its prject in a TCA and even Blck it (Red status). The TCA will then als be Blcked. The system then ntifies all the members f a TCA and all the ther MAs/IBs invlved: If an MA/IB Blcks a TCA because imprtant infrmatin is missing, it can revert the Red status later nce the data have been prvided; If an MA/IB blcks a TCA because it ttally rejects its prject, the partners can amend the TCA s structure t remve the Blcked prject frm the TCA. 1 Sensitive data leading t a change f status f apprved TCA in case f mdificatin: Fr a related rganisatin: Name in natinal language, Cuntry; Fr a related prject: Cuntry f submissin, Call fr prpsals, Prject lead rganisatin. esf-tca-guide-v07c.dcx 3

4 3 Hw t create a TCA recrd Lg t the ESF-TP using yur ECAS accunt (see 1. G t mytnc. 2. Click n the tab Create cntent Start t fill in data f yur TCA (see 5 belw: Guidance n the TCA cntent ). 3. Click n TCA and fill in the data (dn t frget t save yur data!). Use the Create functin nly nce fr yur TCA. Then, g t the My cntent tab t find and edit yur already existing TCA. 2. Dn t frget t save at least in draft mde by clicking n the Save as draft buttn at the bttm f the screen. 3. Make sure yu als update the cntent f the partner prjects and related rganisatins in the partner search database (titles, cuntry inf, call inf, addresses). Ensure that the cntact persns invlved in the prjects and rganisatins invlved have all: (1) validated their ECAS accunts; (2) registered n the ESF Transnatinal Platfrm; and (3) a signed scanned versin (pdf ) r the final Wrd versin f the TCA which has been signed. 2 T check that all the mandatry data are crrectly inserted in the participating prjects and rganisatins, yu need t click n the green buttn Ready fr MA/IBs validatin which is cnnected t each prject. 4. Only a few data items are mandatry fr the input (they are indicated by a red star *). But we recmmend yu t be as detailed as yu can s that the Managing Authrities can find all the infrmatin they need and are cnvinced by the value f yur prject and transnatinal activities. 5. Once yu are ready with all the data f yur TCA and f the related prjects and rganisatins, yu may click n the Submit t IB/MA fr Validatin blue buttn as shwn abve. The system will then launch the wrkflw prcess and ntify yur partner rganisatins and the Managing Authrities invlved. 6. If yu make an errr and enter the same TCA several times between yu and yur partners, yu can ask the system administratr t delete a recrd (TCA, prject r rganisatin). 2 Yu can find further guidance n cnnecting a user accunt t an rganisatin in the database user guide (chapter 3) see in the Technical supprt frum at esf-tca-guide-v07c.dcx 4

5 4 Hw t update a TCA As in pint 3 Hw t create a TCA recrd, lg and g t mytnc The My Wrkbench page is displayed Click n the My Cntent tab. Yu will see the lists f yur edits. If yu have made a lt f cntributins (rganisatins, prjects, TCAs ) and d nt immediately see the item yu are lking fr, click n the View All link lcated belw the My Edits table. Then click n the title f the item yu want t edit. It will be displayed. Yu simply need t click n the Edit tab lcated abve the title. During the drafting phase and befre yu ask t publish yur TCA, yu can make as many updates as yu want by always clicking n the Save as a draft buttn. Warning: if yu update a TCA (r sensitive infrmatin related t a partner prject) after yu have published it, then the status f yur TCA will mve back frm Green t Orange. This means that yu will need t publish yur TCA again, and als that the Managing Authrities invlved will need t revalidate the TCA nline. S, nly Publish yur TCA when yu are sure all the infrmatin is in. Avid updating the TCA r key infrmatin f partner prjects in a TCA after a TCA has been published. 5 Guidance n the TCA cntent 5.1 Detailed guidance n the Editr functins Sme guidance is already available nline in the Technical Supprt frum 3 in the Netwrking sectin at: Quick user database guide : WYSIWYG editing tl : esf-tca-guide-v07c.dcx 5

6 Hereafter, the guidance is mainly related t technical issues. Please refer t the Terms f Reference f the calls and t the prpsed templates 4 fr the general details n the cntent f a TCA; r ask yur Managing Authrity regarding any specific questins related t the cntent f a call. 5.2 Draft and Published versins When yur TCA is saved as a draft versin, it is accessible in display mde t peple wh have the link. Hwever, it will nt appear in direct search results f the partner search tl until it has been validated nce by all the cncerned Managing Authrities/Intermediate Bdies. Like that: the representative cntact persns f the invlved partners f a TCA can have access t it; they will then be able t edit the cntent f the TCA as well due t the fact they are invlved in the crrespnding partnering prjects (as a reminder, users utside thse cntact will nt have editing capacities). Yu als may want t share that draft infrmatin t ther cntacts (Managing Authrities, ptential partners, ) by simply sending them the link f yur TCA. The TCA will get the status Green and be available in the search results f the nline partner search when all the cncerned MAs/IBs will have accepted the prject invlvement in the crrespnding TCA. After that, nce the TCA has been green nce, it remains available in the partner search even if its status is reverted t Orange r Red due t sme evlutin f sme partnering rganisatins, prjects r even evlutin f the TCA itself. T get yur TCA published, yu will need t submit it t all the cncerned MAs/IBs. Sme checks are made n the mandatry fields (and als n sme mandatry data f the invlved prjects and rganisatins). Fr instance, if yu frget t input a title fr yur TCA, yu will see an errr message like: The errr message is displayed in a pink bx as shwn abve and indicates the prblems. Yu can als see that the input bx f the missing field is highlighted in red. Other examples f errr messages can be: 4 esf-tca-guide-v07c.dcx 6

7 Other checks are dne n the cntent f the partnering prjects and related rganisatins when yu click n the green buttn ready fr MA/IB validatin. If sme f the mandatry r imprtant infrmatin is missing in a prject r an rganisatin, then yu will get the fllwing errr message displayed in the bx f the cncerned prject: Then: 1. Click n the wrd prject, highlighted in blue in the text f the errr message. 2. That link will pen in a new tab/windw (s yu dn t lse yur current screen). 3. Then yu can update the cntent f the prject and f the related rganisatin as relevant (and save them, withut frgetting t als publish them if it wasn t the case). 4. After that, yu can cme back t the Partnering prjects screen abve and click again n the green buttn. When all the minimum infrmatin is crrectly prvided fr the crrespnding partnering prject, the prject displays as fllw: When all the partnering prjects in a TCA are successfully validated, yu can then click n the blue buttn t submit the TCA t all the cncerned Managing Authrities/intermediate bdies. (Still cmplementary checks will be cnducted n the rest f the cntent f the TCA as indicated at the tp f this chapter). esf-tca-guide-v07c.dcx 7

8 5.3 Main cntact rganisatin This is nt a mandatry field. Hwever, we recmmend yu identify a central pint f reference fr yur TCA. This infrmatin des nt imply any legal respnsibility. It is an aut-fill field. Simply start typing the name f the rganisatin, and a list will be prpsed t yu. That list is refined n the fly as yu type t becme mre and mre fcussed. Once yu see the rganisatin yu want in the list, select it with the arrws and press return r the tab key. Dn t click n it r yu will pen the page f the rganisatin details. (If yu clicked n the rganisatin link instead f using the arrw keys, then simply g back within yur brwser, and yu will be brught back int the input page withut lsing yur previus input.) After selectin, the rganisatin and its identifying number appears in the field. After yu save yur input, we recmmend yu t check that yu selected the right rganisatin. 5.4 Descriptin fields and the WYSIWYG editr Yu have a WYSIWYG editing functin fr the fields: Ratinale & bjectives Wrk prgramme and wrking methdlgy Organisatin & decisin-making Other ntes. Cpy-and-Paste is enabled s that yu can very quickly input the data if yu used the prpsed templates t build yur TCA. Hwever, if yu d a cpy-paste directly frm Wrd, Open Office etc. yu will input a lt f unwanted frmatting cde which may make yur TCA illegible. Please click n the Paste frm Wrd icn lcated in the icn bar f each editing text bx: A pp-up windw appears. Then paste (Ctrl-C keys) frm yur Wrd dcument int the pp-up windw And click n OK. The text frm yur Wrd dcument will be cpied in the text bx tgether with its frmatting. NB: mre n the WYSIWYG editr at: esf-tca-guide-v07c.dcx 8

9 5.5 Adding a partner prject Yu must indicate at least ne partner prject (at least yurs!). Usually there shuld be at least tw partner prjects indicated in a TCA, but the system des nt check hw many. 5 Fr instance, fr a TCA which already cntains ne prject, we want t add a secnd ne. Click n the buttn Add anther item. A secnd input bx appears: 5 Nn-ESF partners: This enables a TCA t be submitted which includes partners wh d nt have access t an ESF call in their cuntry. Prjects with partners which are nt supprted by the ESF are recmmended t create a prject recrd fr that external prject; and simply t add a link t that prject descriptin in the descriptive part f the TCA withut trying t add it as a partnering prject as such. esf-tca-guide-v07c.dcx 9

10 The field Partner prject is an aut-cmplete field. Yu can type in the prject ID number (TPI) r start t type the name f the prject: Then, simply select the right prject in the list with the arrws r with yur muse (yu may see a list f prjects when yu start t type in the name f the prject). The TPI r Transnatinal Prject Identifier is the number given autmatically t a prject when it is created in the ESF partner search database esf-tca-guide-v07c.dcx 10

11 5.6 Ttal budget frmat This budget shuld be the cst f transnatinal cperatin activities nly, nt the ttal budget f all the activities f the prjects. Yu need t chse if yu want t use the self-calculated ttal budget (based n the budget infrmatin f each partnering prject), r if yu want t verride that autmated amunt and then indicate a ttal budget fr all the transnatinal cperatin activities invlved. Yu still may indicate individual budgets fr all r sme prjects and at the same a ttal verriding budget. The infrmatin which will be then displayed as a ttal budget fr the transnatinal activities will depend n the Yes/N chice f the questin Override budget. Frmat f the input: Enter the ttal number with n space r n thusands delimiter. It accepts 2 decimals using the dt as a decimal separatr. The budget shuld be indicated eur (but withut the eur symbl). 5.7 Uplad f the full TCA agreement and TCA budget The uplad f a signed scanned versin (pdf ) r f the final Wrd versin f the TCA which has been signed, is mandatry. Yu cannt publish yur TCA i.e. submit it t yur Managing Authrities withut this dcument. The Budget dcument is nt mandatry if the budget infrmatin is already included in yur TCA dcument. But yu are still recmmended t add this dcument as a central piece f infrmatin which all the stakehlders f the TCA can access easily. As a reminder an Excel template 7 fr the budget table has been prvided. Click n the buttn Chisir le fichier (r Select file in English, it may depends n yur language interface). Yu can select files with the extensin pdf, xls, xlsx, dc, dcx, dt, ds, dp, zip r tar as indicated abve. Select the file n yur cmputer; Then, click n the Uplad buttn. 7 esf-tca-guide-v07c.dcx 11

12 Once upladed, the field appears as fllws: Yu are recmmended t indicate a descriptin f the file as abve. This descriptin will be displayed in yur TCA page with a link n it t dwnlad the file. Yu can als remve the file and then uplad a new versin. The prcedure is the same fr the Budget dcument uplad. 5.8 Date f signature This is nt a mandatry piece f infrmatin. Hwever, if yu input a date, at present yu als need t input a time indicatin! This time indicatin will be suppressed in the near future. Fr nw, yu can input any time it desn t matter. 5.9 Save yur data! Once mre: dn t frget t save yur input. Yu can Save as a draft as many time as yu want during yur drafting phase. Dn t wait t finish yur full input befre yu save yur data! NB: D nt wrry if yur prject des nt appear immediately. The indexing prcess may take up t ne hur. 6 Ntificatin and wrkflw system Currently prject prmtrs can prepare and publish TCAs n the ESF Transnatinal Platfrm. Prject prmtrs are advised t cmmunicate clearly amngst themselves within a TCA t ensure the crrect input f the TCA. When a TCA is ready, ne f the partner s representatives must publish the TCA nline (by clicking n the Publish buttn). Then the legal representatives f each partner prject have t infrm their respective MAs. The MAs are able t nline validate the respective prjects in the TCAs f the calls fr prjects they are in charge f using the full wrkflw and ntificatin system. esf-tca-guide-v07c.dcx 12

13 Editing rights fr additinal cntacts Several users can be added t rganisatins r t prjects t prvide them editing rights: cntacts added t a prject can edit the data f the prject (and related TCAs) cntacts added t an rganisatin can edit the data f the rganisatin and f the related prjects and TCAs. This is t enable Organisatins and Prjects t manage access rights flexibly. The supplementary cntacts shuld be peratinal peple t whm yu want t grant editrial rights. If yu wish t make details f cntacts available t the general public, it is best t include them in the prject descriptin r via web links yu can add within the text fields f the rganisatin r prject prfile. Aviding spamming the varius cntact persns T avid spamming all the cntacts at the same time and t help yu manage the ntificatin s that are sent when the database is updated, nly the Legal cntact (and in sme cases the Prject manager) is infrmed. The legal cntact shuld arrange fr the distributin f such ntificatins within yur rganisatin. Functinal ECAS accunts We recmmend yu create a functinal ECAS accunt fr the Legal cntact. This can help yu t separate yur private ECAS accunt usage frm the prject/rganisatin usage (especially when the Legal cntact is "ut f the ffice fr a lng perid). Yu can thus create a functinal address fr instance using the acrnym f yur rganisatin and set yur wn system up t frward messages t the right individuals (distributin list). In this way, yu can distribute the ntificatins amng the peple wh need t take actin n these ntificatins, withut disturbing ther staff members. esf-tca-guide-v07c.dcx 13