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I am new to this field. Can you kindly indicate some material for Beginner Project Managers? |
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If we need to create an account to log into the Portal, can you confirm this will not impact the account created with the LEAR and PIC related? |
| Many user accounts can be linked to one PIC (organisation). Creating a new account and linking it to a PIC will not impact existing accounts (including the LEAR) already linked to a PIC. |
| The search for contracts does not work for specific contracts under the umbrella of the Framework Contract. We can see the contracts, but the search engine does not work for specific contracts. |
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When creating the account, should we use the name of the PCoCo or the CoCo? |
| For Contribution Agreements, the first name, surname and email address used when creating the EU Login account should be communicated to the Contracting Authority by the representative of the organisation during the negotiation stage (i.e. therefore before contract preparation). The PCoCo is then assigned to the contract by the EC Operational Manager during the contract preparation. |
Our (Primary) Coordinator Contact (PCoCo) is our Managing Partner, I am acting as the Project Manager. |
| The Person to act as PCoco is to be identified within your Organisation, keeping in mind that this PCoco role is a Project-level role. As Project Manager, it makes sense that you be identified as Coco. You therefore need to coordinate with your PCoco to be granted the role in the Portal. |
Can you please confirm how long it will take to receive access to the portal as I have just created an account? |
| There is just a waiting time between registering and having access to the portal. Whoever is the PCoCo for a specific Contribution Agreement can only assign another person as a CoCo for that contract. |
You mentioned that the OPSYS onboarding does not apply for onboarding Contribution Agreements encoded in CRIS, so what is the cut-off date in terms of signature to consider? |
| For any ongoing contracts and contracts signed before February 2024, these remain outside OPSYS. From 2025, there will be a migration of contracts signed outside the system into OPSYS. |
With regards to roles, in our case LEAR and the Legal Signatory (LSIGN*) at organisation level are the same person. When we have new projects in OPSYS, is this person assigned as Legal Signature as default or do we need to assign specific Legal signatories for each project? |
Your LEAR can appoint several LSIGNs* and they have the implicit ability to sign any contract for Contribution Agreements within the organisation. *Please note that the LSIGN has been replaced with Procurement LSIGN since February 2024. For more information on the role, please read more. |
Should the Contracting Authority in each case be the one informing us of the workflow that needs to be followed? |
| Indeed, the Contracting Authority will look at the case and the workflow to be used (based on certain criteria) will be communicated during a negotiation phase. This will be decided by the Contracting Authority. |
We understand that using OPSYS applies to EU external actions. Is there any expectation to make it extensive to other type of actions any time soon? Because we will have to prepare guidance for our colleagues, given the volume of contracts the OECD has. |
| The Contribution Agreements that are going to be signed in OPSYS are applicable for DG’s INTPA, NEAR and FPI. For any Contribution Agreements signed outside of these DGs; there is no timeline to incorporate them into the system. |
The OECD has already agreed with the European Commission on certain templates to use. Is it mandatory to apply the templates to all contracts, provided that only a few may be required to be processed via OPSYS? |
| The OECD does indeed use the Contribution Agreement template, although there is an NFPA included with the OECD, so some adjustments are needed, but we will work internally to have a version that is usable for ACM. |
Will the slides be available after the webinar? |
Recording and presentations on the Contributions Agreements Webinars are available at the INTPA Academy. November 2023 session: EN February 2024 sessions: |
If my organisation manages grants as part of a project funded by the EU, does this count as CAFI? |
A grant issued under indirect management is a standard contribution agreement. Whether it is a Contribution Agreement for Financial Instruments depends on the action being implemented. Financial instruments are regulated in Title X (Articles 208-214 and 215-217) of the FR. |
Is PIC registration done at country office level or HQ level? |
At the HQ level. Each office will use the same PIC, the LEAR can then appoint one or many LSIGNs* from your country office. *Please note that the LSIGN has been replaced with Procurement LSIGN since February 2024. For more information on the role, please read more. |
If OPSYS would be a system from another Institution and the Commission would be asked to designate a single LEAR, who would you propose? |
| The LEAR is appointed from within the partner organisation. Normally the LEAR is a person with legal authority quite 'high-up' within the organisation (ie. CEO or equivalent). Your LEAR stays the same no matter which DG you are signing an agreement with. |
Uploading indicators takes a long time because the system seems to be slow. If you have many indicators this is very time consuming. Is it only me having this problem? |
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Will DG HOME become part of the system too for Contribution Agreements? |
| There is no plan for DG HOME to onboard Light Contract Management (LCM) to manage Contribution Agreements. |
I registered my SME at the end of January 2024 and received the PIC ID. Is there a need to submit by now, any other validation procedure, such as bank account, official certificate of the managing team, equity capital? |
The best thing to do is to reach to the relevant PIC MANAGEMENT team. See contact emails: |
I am working for UNIDO on the PAIDAR programme in Pakistan (INTV-10822). We are managing a grant portfolio with funding from the EU. This contribution agreement was signed two years ago, so would not be managed on OPSYS. However, would similar projects in the future fall under CAFI? |
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From when will it be mandatory to move the Contribution Agreements contracts with pillar-assessed organisations to OPSYS? |
It has become mandatory since 1 February 2024 to sign new contribution agreements in OPSYS. |
The contract implementation period is shown in days. It would be easier for us to calculate this in months. Would this be possible? |
The screenshot in the presentation showed the example of a contract where the duration is in days. If contracts are encoded into the system in months, they will show in months and not days. |
Should Contribution Agreements, for which certain exemptions/supervisory measures have been applied to their special conditions, be encoded outside OPSYS or is there a possibility of integrating these exemptions/measures into the OPSYS models? |
Existing supervisory measures for an organization can be found in the Pillar Assessment Automated Workflow (PAAW) found in the ‘Legal Entites’ tab within MyWorkplace. The user should always encode the exception in the Deviations/Prior Approvals Module in CRIS, even if the contribution agreement is encoded in OPSYS. |
How to upload documents and submit them to REA Central Validation Services? |
You can do so by following the steps below:
You can also read and download all the uploaded documents for your respective organisation. However, you may not delete a document once uploaded in the system, even if it was you who uploaded it. For more information, you may consult:https://webgate.ec.europa.eu/funding-tenders-opportunities/display/IT/Documents For more information on Contribution Agreements: |
Managing a Framework Contract in the Funding and Tenders Portal
Why do Framework Contracts not follow the same procedure as for eGrants? LEAR assign’s role of (Procurement) LSIGN (at organisation level) and the CoCo/PaCo assigns role of PLSIGN/ContractLSIGN. |
eGrants are not managed in OPSYS at the moment. |
Is the Procurement Legal Signatory (PLSIGN) nomenclature already in place, or is it something we have to change? |
| The Procurement Legal Signatory is already in place and it has by default been assigned to the organizational role which used to be known as Legal Signatory (LSIGN). So, there is no action that is required from your side for the PLSIGN. |
Can the Account Administrator be an employee or does it need to be a manager with special proxy? |
The LEAR is a role at the organizational level so the account Administrator, who is a back-up of the LEAR, would have an organizational overview in the Funding and Tenders Portal. Most of the tasks that the LEAR can do, this role can perform as well. |
We can no longer access OPSYS since yesterday because we wanted to change our password and the validation process uses a phone number that we no longer use. Who can help us? |
Normally, you cannot change your password if the PIC has not yet been validated due to security reasons. To unblock the situation, please contact the Helpdesk, and they will provide you with the steps to continue with the validation process. You may be required to create a new PIC if you cannot access the account. You can contact the following helpdesks: |
When do we need to specify the consortium structure? Maybe on the last day one of the partners can find a good expert and get involved? |
The eSubmission tender procedure is divided into multiple steps to facilitate the submission of the offers/tender in the Funding and Tenders Portal, one of the steps involves the identification of the participant(s). At this stage you can specify the consortium structure. Please consult this documentation URL: https://wikis.ec.europa.eu/display/ExactExternalWiki/Manage+My+Submissions#ManageMySubmissions-3.3.2.1Parties |
'My invitation' tab does not appear on my screen, even though I am Primary Coordinator Contact (PCoCo). Will this open when the first invitation comes? |
Contract management for Calls for Proposals are not managed in the Funding and Tenders Portal. For contracting procedures for Specific Contracts under Framework Contracts PSF 2019, EVA 2020, EVENTS 2020, EOM 2021, SEA 2023 and AUDIT 2023, the “invitation” tab should become available to you when the first invitation is received. However, just to be sure, please check that your credentials are properly configured with the helpdesk: EC-FUNDING-TENDER-SERVICE-DESK@ec.europa.eu |
Is there a diagram showing the relationships between the different roles and their prerogative? |
You can check the following links:
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We understand that for the global price contracts CVs should not be uploaded. Could you confirm that the team of experts with their names and their bio should only be presented in the methodology? Or should the names of experts not be mentioned at the stage of submission and only profiles of intended experts should be described? |
Questions about the Tender Specifications or technical content can be sent to the functional mailbox (FMB) of the Framework Contract Owner:
Each Framework Contract comes with different annex requirements, depending if they are "Fee-based" or "Global price". |
Regarding the deliverables and the size limit allowed by the system. Currently we have a limit of 100 MB. Under the new FWCs we may have very technical studies where report files exceed this size. Is there any alternative to allow us to upload files bigger than 100 MB? |
Currently, this is the maximum size allowed in the system. For any documents that exceed this limit, would recommend uploading a document in the deliverables section explaining this and send the document via email. We are working on implementing this request, because it is not enough, particularly for documents that include images, etc. |
Which roles can consult the awarded letter? |
The awarding letter can be read by the PCoCo and the CoCo, or the procurement LSIGN and LEAR. They will receive the notification for the Awarding. |
We understand that for the Global Price contracts, CVs should not be uploaded. Could you confirm that the team of experts with their names and their bio should only be presented in the methodology, or should the name of experts not be mentioned at the stage of submission and only profiles of intended experts should be described? |
This should be a question for the Framework Contract owner. It depends on the Framework Contract because there are Global Price contracts with structured data and non-structured data. Normally, if you don’t see any mandatory document in the submission part for CVs (with the red asterisk), it shouldn’t be mandatory to submit. But of course, please check with the framework contract owner. |
Can experts send CV to all the Consortium Members to be considered in case we are fee-based contractor? |
This is a question for the framework contractor owner. |
THANK YOU
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