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NEF Users - Roles and Duties

This section describes NEF users and the groups that have an influence on NEF, outside or inside the European Commission. It gives an overview of their roles and duties. The text in blue indicates the most important duties of the relevant user or group.

A specific table for DG CONNECT (former DG INFSO) Periodic Reports management is available here.

Table of contents:

Outside the Commission

Several external profiles have access to NEF from the Participant Portal:

User or Group

Description or their roles and duties

Participant
Contact

or
Participant
Admin.
Representative

Partner administrative contacts are expected to provide requested information in NEF. Partner administrative contacts never receive an invitation to connect to NEF directly from NEF. The Commission expects the coordinator to notify partners that a session has been opened. However, depending on the type of transaction, it is not mandatory for partners to use NEF, as described below:

Negotiation and Amendments:
The coordinator decides if it is necessary for partners to intervene. Partner collaboration is not requested if the coordinator wants to provide the information on behalf of the partners.

Periodic reports:
Partner collaboration in NEF is mandatory upon invitation from the coordinator. A specific list of roles and duties is available here.

Partners must contact their LEAR if the legal information displayed in NEF does not correspond to their understanding (addresses of the company, status, cost model, etc...). The coordinates of the LEAR are available in NEF.

Coordinator
Contact
or
Coordinator
Admin.
Representative

The Coordinator administrative contact, as partner of the project or proposal, must provide the requested information in NEF. As the coordinator of the project, the coordinator administrative contact is also responsible for submitting the NEF session on behalf of the consortium thereby notifying the Commission that the NEF data entry is complete.

The coordinator receives an automatic notification from NEF as soon as the Commission services open a new session. The Commission services expect the coordinator to forward this invitation to the partners. This is optional for Negotiation and Amendments.

The coordinator is the only partner that has access to the Submit button in NEF.

Participant or
Coordinator

Scientific Representative

The partner scientific contacts have access to NEF but do not have any active role in NEF. They can access active sessions in read-only mode and can therefore check what information has been provided in NEF.

LEAR

The LEARs do not have access to NEF. However, as they are in charge of the management of Legal and Financial information sent to the Commission, the information provided by the LEARs is used in NEF in all transactions. In case this information needs to be changed, or if a partner does not agree with the information in NEF, the relevant partner has to contact their LEAR to request a modification.

Inside Commission

Several internal profiles have access to NEF from the Participant Portal:

User or Group

Description or their roles and duties

Project Officer (PO)

The PO is the initiator of a NEF session. They operate this action from the Commission back-office.

Once the coordinator submits a session in NEF, the PO is responsible for accessing the data provided. If the PO estimates that the information provided has to be refined, the PO can open a new NEF session with a comment explaining the reason for this new exchange.

The PO closes the NEF exercise if the result of their data assessment is positive.

Validation Service (VS)

The VS does not have access to NEF, but as it is responsible for the validation of the legal information provided by the LEAR, its actions are reflected in NEF in forms which show the legal information.

Depending on the status of a partner's legal validation, this information may or may not be displayed in NEF (see NEF Legal Forms for more details).

 

Participant Portal and Rights in NEF

Depending on your profile the action you can perform in NEF will be different. There are two things to understand when you want to check which rights you have in NEF:

  1. Who grants your access to NEF?
  2. Once your access is granted, which rights do you have in NEF?

Who grants your access to NEF?

Currently grants are defined by the tree below:

In summary:

  • Commission grants access to coordinator contact point
  • Coordinator contact point grants access to other participant contact points, and can grant access to their scientific representative and their administrative representative, in the Participant Portal.
  • Participant contact points can grant access to their administrative and scientific representatives, in the Participant Portal.

From the perspective of the participant, if you do not have access to NEF:

  • Participant contact points have to request access from their coordinator
  • Coordinator contact points have to request access from their Project Officer

To know more about the grants defined in the Participant Portal, please consult Participant Portal documentation. The basic screen to define access rights in displayed below.

If you have problem accessing NEF or using NEF you can refer to the troubleshooting guide.


The following screenshots provide an overview of NEF access to Participant and Coordinator data:

 



When clicking on the Add+ button in the screenshot above, the following list of roles will be available:


By clicking the info icon the user can see the role definitions list:

Initial access granted

When the project is created in the Participant Portal, initial grants are defined according to the information provided in the proposal. Initial grants to participant contacts points are granted to logins which correspond to email addresses of administrative contact persons provided in the proposal. The list of these email addresses is provided in the invitation email sent when a new NEF session is created.

To access NEF:

  1. The email address corresponds to an existing eCas account. You should have access.
  2. You want to use an existing account which does not correspond to this email address. Request access from: the Project Officer for the coordinator or coordinator for another participant.
  3. You want to use this email address but you do not have an eCas account: create an eCas account using this email address.

After these adjustments, there will be no automatic correspondence between the grants provided in the portal and the information provided in the NEF Contact Forms.








Which rights do you have in NEF?

The rights you have in NEF are summarized in the following table:

 

Rights

Can Submit Session

Can Finalise

Can Edit Contact Data

Can Edit Budget or Costs

Can Edit Description of Work

Can Read All Data

Can Edit Content of Documents

Coordinator Contact

Yes

Everyone

of Everyone

of Everyone

of Everyone

Yes

Yes

Participant Contact

No

Themselves

of Themselves

of Themselves

of Themselves

Yes

Yes

Scientific and Technical Rep. (STR)

No

No

of Themselves

of Themselves

of Everyone

Yes

Yes

Proposed Authorized Signatory (PAS)

No

No

of Themselves

of Themselves

of Themselves

Yes

No

Task Manager

No

No

of Themselves

of Themselves

of Themselves

Yes

Yes

Team Member

No

No

of Themselves

of Themselves

of Themselves

Yes

 

Admin and Legal Rep. (ALR)

No

No

of Themselves

of Themselves

of Themselves

Yes

No

Financial Rep.

No

No

of Themselves

of Themselves

of Themselves

Yes

No