European Innovation Partnership (EAFRD)
PURPOSE
This document describes the specifications of the use-cases related to the European Innovation Partnership for Agricultural Productivity and Sustainability (EIP-AGRI) projects – i.e. Operational Groups - encoding and transmission procedure in the Shared Fund Management Common System period 2014-2020 (SFC2014).
This document describes in detail:
· The content of the EIP-AGRI projects information to be submitted by the MS Managing Authority;
· How to create/edit/delete/send/etc... this EIP-AGRI project in SFC2014 ;
· The validation rules that apply to the EIP-AGRI project data;
· The life-cycle (workflow) of this EIP-AGRI project within SFC2014.
REGULATIONS
|
CPR regulation |
Regulation (EU) No 1303/2013 |
|
EAFRD regulation |
Regulation (EU) No 1305/2013 (see more particularly Title IV and Art. 35) |
|
EAFRD Implementing Regulation |
Implementing Regulation No 808/2014 |
ROLES
Roles involved in the European Innovation Partnership for EAFRD are:
|
MS Managing Authority
|
Record the EIP-AGRI project for EAFRD Upload the EIP-AGRI project for EAFRD Consult the EIP-AGRI project for EAFRD Delete the EIP-AGRI project for EAFRD Validate the EIP-AGRI project for EAFRD Send the EIP-AGRI project for EAFRD Return the EIP-AGRI project for EAFRD Create New Version of a EIP-AGRI project for EAFRD |
|
MS Audit Authority |
Consult the EIP-AGRI project for EAFRD |
FUNDS
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EAFRD |
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PRE-CONDITIONS
When creating, the EIP-AGRI Project version does not yet exist
When editing a version of an EIP-AGRI Project, its status is 'Open', 'Ready to send' or 'Sent' at the level of the Member State and currently resides on the user's level.
Definitions, Acronyms & Abbreviations
EIP-AGRI
|
Definitions, Acronyms and Abbreviations |
Description |
|
EIP-AGRI |
European Innovation Partnership for Agricultural Productivity and Sustainability |
|
Operational Group (OG) |
Group of people who come together to work on concrete, practical solutions to a problem or innovative opportunity and whose project is funded by the EU Rural Development policy. An Operational Group consists of several partners with a common interest in a specific, practical innovation project and the people involved in the Operational Group should be from a diverse combination of practical and scientific backgrounds. For example: farmers, a scientist, an agri-business and others! |
|
Partners |
Each group should consist of the partners that are needed to reach the specific objectives of the project; this means that the type of people involved can vary from Operational Group to Operational Group depending on the theme and objective of each project. |
Workflow
This section shows the lifecycle to create and manage European Innovation Partnership projects for EAFRD (i.e. Operational Groups).
Click here to see the EIP Project workflow diagram in high resolution.
Create a European Innovation Partnership project (EAFRD)
|
Remark |
To create a European Innovation Partnership project (EAFRD) you must have MS Managing Authority with Update access. |
1. To access into the European innovation partnership (EAFRD) section, first click on the Programming link in the menu and then on the European innovation partnership (EAFRD) link (2).
2. Click on the Create New EIP-AGRI Project link to create a new European Innovation partnership project (EAFRD).
You are redirected to the European Innovation Partnership (EAFRD) creation wizard:
3. Enter or Select the following information:
Select the Native Language
The 'Native language' list contains all the 23 officials EU languages (description + 2 digit code). Language selected by default is the same as the one selected for the application
Enter the Title of the project in native language
Enter the Title of the project in English
In case of the selected Native language is English, the 'title of the project in English' become Read-only and is automatically filled by the system and will be the same as the title in native language.
Enter the Expected project starting year
The 'project expected start year' must be >= 2014
Enter the Expected project end year
Select the Project status
Select the Main referring Rural Development Programme
The 'Main referring Rural Development Programme' list contains all adopted Programmes managed at the User's Node and which contain Fund (= EAFRD) for which the User is registered. The list returns the CCI and Programme Title of the last version.
Click on the Finish button to confirm the creation.
|
Remark |
In all screens, fields marked with a * are mandatory and must be controlled (Severity=Error) when you click on the save button and when you request the validation of the EIP-AGRI project. Fields marked with a ** are recommended and must be controlled (Severity=Warning) when you request the validation of the EIP-AGRI project. The others fields are optional. |
The initial EIP-AGRI Project structure is created and a Table of Content (ToC)/Navigation Tree is presented, so the user can continue to populate the structured data of the EIP-AGRI Project. The status of the European Innovation Partnership project (EAFRD) is Open.
Record/Edit the European Innovation Partnership project (EAFRD)
Find all the information to complete each screen of the European Innovation Partnership project (EAFRD). Below are the links to the main sections:
European Innovation Partnership (EAFRD):
- General
General
Version Information
The Version Information contains information on the identification and status of the European Innovation Partnership project (EAFRD) version; like the CCI, the Title, the Version Number, the Status, etc. It also shows the results of the last validation done on this version.
1. Clicking on the Edit
button 
will enable you to update the General details.
The Edit Details pop-up window appears:
2. Enter or select the modifications:
Select the Native Language
Enter the Title of the project in native language
Enter the Expected project starting year
Enter the Expected project end year
Select the Project status
Select the Main referring Rural Development Programme
Click on the Update button to confirm the changes.
Officials in Charge
|
Note |
Officials in Charge can be updated at any time, independent from the status of the European Innovation Partnership project (EAFRD). The email is directly accessible via the email link. |
·
Click on the Add button 
to add a new official in charge.
·
Select an official and click in the Edit button to modify the information of this
official.
·
Select an official and click on the Remove button 
to delete the official in charge
selected.
1. Click on the Add button to add a new official in charge.
The Edit Details popup window appears:
2. Enter the following information:
Enter the Name.
Enter the Email.
Click on Update to save the information.
|
Note |
Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users. |
History
This section shows all the actions that happened in the European Innovation Partnership project (EAFRD) since it was created, for example:
Documents
The following document types will be foreseen:
|
Description |
Non-Integral |
Integral |
System |
Required |
|
Other Member State Document |
X |
|
|
|
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Snapshot of data before send Snapshot of monitoring data before Send |
|
X |
X |
X |
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EIP-AGRI annex (optional) |
|
X |
|
|
|
EIP-AGRI final report including a substantial description of the results (mandatory when the project is completed) |
|
X |
|
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Uploading & Sending Documents
·
Clicking on the Add button will open a pop up window allowing you to add a new document type
with attachments.
·
Selecting a document row and click in the Edit buttonwill allow you to modify the document information.
·
Selecting a row of a previously uploaded
document and click on the Remove button to delete the document and associated attachments.
|
REMARK |
Integral Documents (i.e. 'EIP-AGRI annex’) are only sent once the Project itself is sent. Referential/non-integral Documents (i.e. 'Other Member State Document') can be sent at any time independently of the status of the Project. The 'Other Member State Document' type demands a manual submission (they are NOT sent automatically within the Project). The other document types, integral documents, are automatically sent - together with the encoded data – when the Project is submitted to the EC. A document is only visible to the Commission when the sent date is visible. |
|
REMARK |
EIP-AGRI annex can be used to send any complementary information on the project (e.g. existing project summary/project fiche in PDF etc.) at any time of the projec'st life time.
EIP-AGRI final report including a substantial description of the results, is obligatory once the project is completed |
1.
Click on the Add button
to add a new
document.
The Document details pop-up window appears:
2. Enter or select the following information:
Select a Document Type
Enter a Title for your Document
Enter a Document Date
Click on the Add button to add a new attachment
·
You can add multiple attachments by clicking on
the Add
button
·
You can remove unwanted attachments by selecting
the attachment and clicking on the Remove button
Enter a Title for your attachment.
Select the Language of the document.
Select the file to upload.
Click on Update to save the information.
|
Remark |
Commission Registration N° is only enabled for Commission Users, while Local Reference is only enabled for Member State Users. |
The pop-up window closes and the documents are uploaded.
Sending an unsent non-integral document
1. Once the document and attachment(s) have been uploaded select the
document row in the list and click on the Edit button:
2. Click on Update & Send to send the document to the Commission.
|
REMARK |
The Update & Send option is only shown for documents which are non-integral and after at least one attachment was added. If more than one file are uploaded from the same document table, when clicking the Update & Send link, will send all the files and not only the one(s) for which the check-box has been ticked.
|
Deletion of an unsent document
1. Select a row of a previously uploaded document
and click on the Remove button to delete the document and associated attachments.
A confirmation window appears:
2. Click on Yes to confirm deletion. Click on No to return to the European Innovation Partnership project (EAFRD) documents.
Hiding a sent document
|
Note |
Sent Documents can never be deleted, but the sender can decide to hide the content for the receivers in case of an erroneous and/or accidental send. |
1. Select a row of a previously sent document and
click on the Edit button
to hide the document and associated attachments.
2. Select the Hide Content option and click on Update to hide the Operational Programme document.
Observations
This section is used to provide any relevant information to the European Innovation Partnership project (EAFRD). It can be used as a type of 'chat' between the Member State and Commission.
1. Enter the following information:
Enter an observation.
All users who have Read and Observation permission on the EIP-AGRI Project will be able to send an Observation and participate in the conversation.
Click on Add to save the information.
All Observations are kept against the specific version of the European innovation partnership (EAFRD).
1. PROJECT INFORMATION
1.1 Geographical location
1.
Clicking on the first Edit button will open a pop-up window allowing
you to enter the Geographical location
2. Select the Main geographical location (NUTS 3) and if it is the case, Other geographical location (NUTS 3) and Other geographical location (NUTS 3) . Once finished click on the Update button .
|
Note |
The Main geographical Location is mandatory the others 2 are optional. |
1.2 Editor/Project coordinator
1.
Clicking on the first Edit button will open a pop-up window allowing
you to enter the Editor/Project coordinator
2. Enter the Editor of the text: person/organisation responsible for delivering the text and all the data about the Project coordinator (lead-partner) according to the cooperation agreement: Name Address E-mail Telephone and select the Type of partner . Once finished click on the Update button .
1.3 Funding source & budget
1.
Clicking on the Edit button will open a pop-up window allowing
you to edit the details
2. Enter the Total budget of the project (in euros) and click on the Update button .
1.4 Objective of the project
1.
Clicking on the first Edit button will open a pop-up window allowing
you to enter the Objective of the project in English (mandatory
field)
2. Enter the text . Once finished click on the Update button .
3. Clicking on the second Edit button will open a pop-up window allowing you to enter the
Objective of the project in native language (mandatory field)
4. Enter the text . Once finished click on the Update button .
1.5 Description of project activities
1.
Clicking on the first Edit button will open a pop-up window allowing
you to enter the Description of project activities in English
2. Enter the text . Once finished click on the Update button .
3. Clicking on the second Edit button will open a pop-up window allowing you to enter the Description
of project activities in native language
4. Enter the text . Once finished click on the Update button .
1.6 Description of the context of the project
1.
Clicking on the Edit button will open a pop-up window allowing
you to enter a Description of the context of the project (e.g.
drivers in legislation/markets or other causes that were at the origin of the
project, etc).
2. Enter the text . Once finished click on the Update button .
1.7 Additional information
1.
Clicking on the Edit button will open a pop-up window allowing
you to enter any Additional information on the project as required by
the specific guidance at national/regional level (e.g. for detailed monitoring
purposes).
2. Enter the text . Once finished click on the Update button .
1.8 Additional comments
This free text field can be used for listing facilitating elements or obstacles for the implementation of the produced results, for suggestions for future actions/research, for messages to consumers, etc.
1.
Clicking on the Edit button will open a pop-up window allowing
you to enter any Additional comments.
2. Enter the text . Once finished click on the Update button .
2. PROJECT PARTNERS
|
Remark |
The lead partner (=project coordinator filled in section 1.2) is displayed in this table as well (in bold) but is not updateable in this Table. |
·
Click on the Add button to add a new project partner.
·
Select a project partner and click in the Edit button to modify the information of this project partner.
·
Select a project partner and click on the Remove button to delete the project partner.
1. Click on the Add button to add a new managing authority. At least one Project Partners is obligatory.
The Edit Details popup window appears:
2. Enter or select the following information:
Enter the Name
Enter the Address
The format of the Email address will be validated by the system.
Enter the E-mail
Enter the Telephone
Select the Type of partner
Click on Update to save the information.
3. KEYWORDS
1.
Clicking on the Edit button will open a pop-up window allowing
you to choose the Keywords.
2. Select at least one keyword and once finished click on the Update button .
4. AUDIOVISUAL MATERIAL
·
Click on the Add button to add a new Audiovisual material.
·
Select an Audiovisual material and click in the Edit button to modify the information about this Audiovisual material.
·
Select an Audiovisual material and click on the Remove button to delete the Audiovisual material.
1. Click on the Add button to add a new Audiovisual material.
The Edit Details popup window appears:
2. Enter or select the following information:
Enter the Title/description (in English)
Enter the URL
Click on Update to save the information.
5. WEBSITES
·
Click on the Add button to add a new Website.
·
Select a Website and click in the Edit button to modify the information about this Website.
·
Select a Website and click on the Remove button to delete the Website.
1. Click on the Add button to add a new Website:
The Edit Details popup window appears:
2. Enter or select the following information:
Enter the Title/description (in English)
Enter the URL
The format of the URL will be validated by the system.
Click on Update to save the information.
|
Remark |
Only one website can be ticked for the 'Website of the project'. |
6. PRACTICE "ABSTRACTS"
In this section the user should enter at least the following information:
− Main results/outcomes of the activity (expected or final)
− The main practical recommendation(s): what would be the main added value/benefit/opportunities to the end-user if the generated knowledge is implemented? How can the practitioner make use of the results?
This summary should be as interesting as possible for farmers/end-users, using a direct and easy understandable language and pointing out entrepreneurial elements which are particularly relevant for practitioners (e.g. related to cost, productivity etc). Research oriented aspects which do not help the understanding of the practice itself should be avoided.
·
Click on the Add button to add a new Practice "Abstract".
·
Select a Practice "Abstract" and click
in the Edit button to modify the information about this Practice "Abstract".
·
Select a Practice "Abstract" and click
on the Remove button to delete the Practice "Abstract".
1. Click on the Add button to add a new Practice "Abstract":
The Edit Details popup window appears:
2. Enter or select the following information:
Enter the Reference for the Practice "Abstract"
The Number must be unique by EIP project version.
Click on Update to save the information.
|
Remark |
When a user creates the first Practice "Abstracts", the Reference textbox should be set by default to 1, then for the next Practice "Abstracts", the Reference number should be set to the n +1 where n is the number of practice abstracts already created. Several Practice "Abstracts" may be needed for one project, depending on the size of the project and the number of outcomes/recommendations which are ready for practice. It is possible to add up to 50 Practice "Abstract" sections and also to delete the Practice "Abstract" sections that are no longer needed. The reference is composed of the I18N label: Practice "Abstract" + " " + a number (max 3) the MS has to fill. For instance: Practice "Abstract" 1 Practice "Abstract" 2 Practice "Abstract" … Practice "Abstract" n When a user creates the first PA, the Reference textbox should be set by default to 1, then for the next PA, the Reference number should be set to the max number +1 |
The creation of a Practice "Abstract" triggers the creation of the referring Table of Content Item sub-section under section 6. "Practice Abstract"
3. Click on the highest Edit button to enter a short summary of the practitioners in English on the
(final or expected) outcomes – recommended
The field becomes editable
4. Enter the text . Once finished click on the Update button .
Short summary for practitioners in English on the (final or expected) outcomes (1000-1500 characters, word count – no spaces).
This summary should at least contain the following information:
− Main results/outcomes of the activity (expected or final)
− The main practical recommendation(s): what would be the main added value/benefit/opportunities to the end-user if the generated knowledge is implemented? How can the practitioner make use of the results?
This summary should be as interesting as possible for farmers/end-users, using a direct and easy understandable language and pointing out entrepreneurial elements which are particularly relevant for practitioners (e.g. related to cost, productivity etc). Research oriented aspects which do not help the understanding of the practice itself should be avoided.
5. Click on the lowest Edit button to enter a short summary of the practitioners in in native language
on the (final or expected) outcomes – mandatory
The field becomes editable
6. Enter the text . Once finished click on the Update button .
Short summary for practitioners in native language on the (final or expected) outcomes (1000-1500 characters, word count – no spaces).
This summary should at least contain the following information:
− Main results/outcomes of the activity (expected or final)
− The main practical recommendation(s): what would be the main added value/benefit/opportunities to the end-user if the generated knowledge is implemented? How can the practitioner make use of the results?
This summary should be as interesting as possible for farmers/end-users, using a direct and easy understandable language and pointing out entrepreneurial elements which are particularly relevant for practitioners (e.g. related to cost, productivity etc). Research oriented aspects which do not help the understanding of the practice itself should be avoided.
Validate the European Innovation Partnership project (EAFRD)
|
Remark |
The European Innovation Partnership project (EAFRD) can be validated when it is in a status 'Open'. It is a must to have the role of MS Managing Authority Update. |
1. Click on the Validate link to validate the European Innovation Partnership project (EAFRD).
The Validation results popup window appears:
2. Click on ‘Ok’
|
Remark |
An Error will block you from sending the European Innovation Partnership project (EAFRD). The error(s) should be resolved and the project re-validated. Note that a Warning does not block you from sending the European innovation partnership (EAFRD). |
The system validates the following information:
|
Code |
Validation Rule |
Severity |
|
|
EIP-AGRI project has been validated |
Info |
|
10 |
General/Version information: validate that field 'Title of the project in native language' is filled |
Error |
|
20 |
General/Version information: validate that field 'Title of the project in English' is filled |
Error |
|
30 |
General/Version information: validate that 'Project Period' (expected start year and expected end year) is filled |
Error |
|
40 |
General/Version information: validate 'expected start year' >=2014 |
Error |
|
50 |
General/Version information: validate that 'Project Status' is filled |
Error |
|
60 |
General/Version information: validate that field 'Main referred Programme' is filled |
Error |
|
70 |
General/Person in charge: validate that at least one person in charge (Project coordinator) is defined |
Error |
|
80 |
Section General/Document: validate that all uploaded documents have at least one attachment |
Error |
|
90 |
Section General/Document: validate that if the project status is 'completed', a 'Final report including a substantial description of the results' is uploaded |
Error |
|
100 |
Section 1.1: validate that field 'Main geographical location (NUTS3)' is filled |
Error |
|
110 |
Section 1.2: validate that field 'Editor' is filled |
Error |
|
120 |
Section 1.2: validate that all fields related to 'Project coordinator' are filled |
Error |
|
130 |
Section 1.3: validate that 'Funding source' is filled |
Error |
|
140 |
Section 1.3: validate that 'Budget' is filled |
Error |
|
150 |
Section 1.4: validate that field 'Objective of the project in English' is filled |
Error |
|
160 |
Section 1.4: validate that field 'Objective of the project in native language' is filled |
Error |
|
170 |
Section 1.5: validate that field 'Description of project activities in English' is filled |
Warning |
|
180 |
Section 1.5: validate that field 'Description of project activities in native language' is filled |
Warning |
|
190 |
Section 2: validate that that all fields related to 'Project Partner' are filled |
Error |
|
200 |
Section 3: validate that at least one 'Keyword' is filled |
Error |
|
210 |
Section 4: validate that at least one 'Audiovisual material' is filled |
Warning |
|
220 |
Section 5: validate that one 'Website of the project' is filled |
Warning |
|
230 |
Section 5: validate that at least one 'Other Website' is filled |
Warning |
|
240 |
Section 6: (For all PA sections) validate that field 'Practice Abstract in English' is filled |
Warning |
|
250 |
Section 6: (For all PA sections) validate that field 'Practice Abstract in native language' is filled |
Error |
After all errors have been resolved the status of the European Innovation Partnership project (EAFRD) becomes Ready To Send.
Send the European Innovation Partnership project (EAFRD)
|
Remark |
The European Innovation partnership project (EAFRD) can only be sent once the Validation Errors have been removed and the status is 'Ready To Send'. It is a must to have the role of MS Managing Authority with Send access and that the European Innovation Partnership (EAFRD) currently resides on the owner node. The '4 eye principle' must be respected. Therefore, the user sending must be different from the user who last validated. VERY IMPORTANT: only when the European Innovation Partnership project (EAFRD) is sent (i.e. its status is changed to 'Sent') it will be imported and published on the EIP-AGRI website! The sender must check the box for the processing of personal data during the 'send to EC' action. No validation rule is required, instead the system will ensure that the box is checked before allowing the submission of the project to EC. |
1. Click on the Send link to send the European Innovation Partnership project (EAFRD) to the Commission.
The system will ask you to confirm the send action:
2. Click on the data protection box to confirm , then the ‘yes’ button is enabled and you can click on it to confirm the sending action
|
Remark |
The 'Yes' button is enabled only if the data protection box is checked. The system must ensure that no EIP projects can be sent to EC without the data protection box checked.
More information is available in a PDF. Document on our Support Portal called ‘Information on the use of personal data’: https://ec.europa.eu/d/empl/sfc/system/files/documents/documents/eip-privacy-disclaimer-01-2019.pdf |
The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC.
Sending of the different objects is generating a snapshot document and after the sending an acknowledge document is generated by the European Commission.
This acknowledge document is signed but the Member State was not signing the snapshot document. The EU Login now provides a functionality of signing without forcing the user to have a certificate. The action to sign will only be triggered when sending to the European Commission:
3. Sign the transaction by doing the following steps:
(1) Enter your SFC2014 Password
(2) Click on the 'Sign' button
On success, the European innovation partnership (EAFRD) version has been sent to the Commission and the status is set to Sent.
Delete the European Innovation Partnership project (EAFRD)
|
Remark |
A European Innovation Partnership project (EAFRD) can be deleted only if its version currently resides on the owner's Node and the status is 'Open', 'Ready to send' and has never been sent to the Commission before and has no sent documents attached. It is a must to have the role of MS Managing Authority with Update access. The European Innovation Partnership project (EAFRD) must currently resides on the owner node and the user is the creator or is defined as MS Managing Authority on the owner Node of the Main Programme defined in Section2. |
1. Click on the Delete link to remove the European Innovation Partnership project (EAFRD) from the system.
The system will ask you to confirm the delete action:
2. Click on Yes to confirm or click on No to return to the European Innovation Partnership (EAFRD).
On success, the European Innovation Partnership project (EAFRD) is removed physically from the system.
|
Note |
An email notification will be sent to the official in charge email and official email of all Competent Managing Authority involved in the project. |
Create a New Version of a European Innovation Partnership project (EAFRD)
|
Remark |
A New Version can only be created when the last European Innovation Partnership project (EAFRD) version is in status 'Returned for modification by EC' or 'Sent'. It is a must to have the role of MS Managing Authority with Update access, the user must be logged in on the owner Node and the user must be the creator or defined as MSMA on the owner Node of the Main Programme defined in Section2. |
1. Click on the Create New Version link to create a new version of the European Innovation Partnership project (EAFRD).
The system will ask you to confirm the creation of a new version:
2. Click on Yes to confirm. Click on No to return to the European innovation partnership (EAFRD).
3. On success, a new version of the European Innovation Partnership project (EAFRD) has been created as a copy of the previous version, with a version number identical to the previous and a working version number incremented by one. Its status is set to 'Open'.