Project Data: Art. 3.5 (ERDF, CF)
PURPOSE
This document describes the actions related to the transmission of Project data: Art 3.5 ERDF/CF for IJG and ETC Programmes. Under Article 3.5 of the ERDF/CF Regulation (EU) No 2021/105, the Managing Authorities shall transmit SNC project data related to defence and civil preparedness operations for Specific Objectives “Defence industrial capacities and capabilities (RSO1.7)” and “Military mobility (RSO3.3)”. Since this project data is SNC data, only users with an SNC role will be able to consult the data, and the data will be stored encrypted.
REGULATIONS
More details regarding the regulation of the Project Data can be found in the "About SFC2021" section of the portal.
ROLES
Roles involved in the Project Data are:
MS Managing Authority SNC (MSMAS) | Record Project Data Upload Project Data Documents Consult Project Data Delete Project Data Validate Project Data Prepare Project Data for send to EC Send Project Data |
FUNDS
ERDF | CF |
Workflow
This section shows the lifecycle to create and manage Project Data.
Click here to see the Project Data workflow diagram in high resolution.
Create Project Data
Remark | The User is an identified User and has the role of MS Managing Authority SNC with Update rights (MSMASu). The Programme is adopted and managed on the User’s Node. The Source language is copied from the last version of the Programme at Commission level. The version and work version number are automatically provided by the system on "Create Project Data". The version number starts with 1 and is incremented by 1 with every new creation. The work version number is always 0 as there will not be any return by the Commission. When creating a version > 1, it will be created as a copy of the previous version. |
To create Project Data, go to the Monitoring menu and select the Project Data: Art. 3.5 (ERDF, CF) option:
In the search screen click on the Create button to create a new Project Data:
You are redirected to the Project Data Creation Wizard:
Select the following information:
(1) Select a CCI Number.
The CCI list contains all adopted IJG and ETC Programmes, managed at the User’s Node, for which all Project Data versions are submitted to the Commission. The list returns the CCI, and the Programme English Title retrieved from the last adopted version of the Programme.
(2) Click on Create.
The status of the Project Data is Open.
Remark | On Create, when the preconditions are met, the initial Project Data 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 Project Data. |
Record/Edit the Project Data
Remark | The User is an identified User and has the role of MS Managing Authority SNC with Update rights (MSMASu). When editing a version of Project Data, its status is Open, Validated, Ready to send, Sent at the level of the Member State or Returned by MS, and currently resides on the User's Node. |
General
Version Information
Note | The Version Information contains information on the identification and status of the Project Data Version like the CCI, the Version Number, the Status, the Node where it currently resides, the Title in English and the Source language. Only the Source language can be updated. |
Click on the Edit button to edit the Source language if needed:
Officials in Charge
Note | Officials in Charge can be updated at any time, independent from the status of the Project Data. Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users. |
Click on the Add button 
to add a new official in charge.
Clicking on the Edit icon 
of a row will allow you to modify the information of this official.
Clicking on the Delete icon 
of a row will allow you to delete the official in charge selected.
Click on the Add button to add a new Official in Charge:
The Edit details pop-up window appears:
Enter or select the following information:
(1) Enter the Name.
(2) Enter the Email.
The format of the Email address will be validated by the system and should be unique.
(3) Enter the Phone number.
(4) Select the Language.
(5) Enter the Valid from and Valid until dates.
The Valid until date should be greater than the Valid from date.
(6) Click on Save to save the information.
History
This section shows all the actions that have been taken on the Project Data since it was created, for example:
Documents
Note | The Documents list shows all documents uploaded against this version of the Project Data by Member State and by Commission. Member State Users see all their own Documents and the sent Commission Documents. Commission Users see all their own Documents, unsent Integral Member State Documents and sent Member State Documents. No ‘Add’ button is available in this section as the only document type that exists for the Project Data is the ‘Snapshot of data before send’ generated by the system when preparing the Project Data for send to EC. |
The following documents will be foreseen:
Description | Internal Code | Non-Integral (1) | Integral (2) | System (3) | Required (4) |
Snapshot of data before send | SNP.PRDSNT |
| X | X | X |
(1) Document can be sent at any time
(2) Document will be automatically sent when the Object is sent
(3) Document automatically created by the system
(4) Document required in the system before a next action can be executed
Observations
Note | This section is used to provide any relevant information to the Project Data. It can be used as a type of 'chat' between the Member State and Commission. All Users who have Read permission on the Project Data will be able to read all observations in the conversation. All Users who have Update permission on the Project Data will be able to send an observation and participate in the conversation. All observations are kept against the specific version of the Project Data. The observation is added below the Observations box and includes the username, the date and time of the post. |
Click on the Add button to add an observation:
The Add new observation screen appears:
Enter the following:
(1) Enter an observation.
(2) Click on Save to save the information.
Project Data
Note | Specific objective, Unique identifier of the operation, and Amount are mandatory. |
Click on the Add button to add Project Data:
The Add Project Data screen appears:
Enter or select the following:
(1) Select the Specific Objective.
The list of Specific Objectives contains all Specific Objectives RSO1.7 and RSO3.3 when used in the last adopted Programme version.
(2) Enter the Unique identifier of the operation.
Specific objective, Unique identifier of the operation is the unique key for each row, meaning that an operation can be used under both Specific Objectives.
(3) Enter the Amount.
(4) Click on Save to save the information.
Validate the Project Data
Remark | The Project Data can be validated at any time, when the current version is in status Open and resides at the User’s Node. To validate the Project Data, the User must have the role of MS Managing Authority SNC with Update or Send rights (MSMASu/s). |
Click on the Validate button to validate the Project Data:
Remark | An Error will block you from sending the Project Data. The error(s) should be resolved and the Project Data must be revalidated. Note that a Warning does not block you from sending the Project Data. |
The system validates the following information:
Code | Severity | Validation Rule |
001 | Warning | Validate that at least one official in charge of the Member State exists. |
002 | Error | Validate that the programme is for IJG or ETC and is managed at the user’s node (Implicit in web). |
003 | Error | Validate that the programme is already adopted (Implicit in web). |
004 | Error | Validate that the specific objective exists under a priority in the last adopted programme version (Implicit in web). |
005 | Error | Validate that at least one row is defined. |
An example of a validation window:
You can check the list of validation results at any time throughout the Project Data:
To see the last validation results:
(1) Click on one of the 4 categories: All results, Passed, Warning, Error.
(2) The list of latest validation results for the chosen category is displayed.
After all errors have been resolved the status of the Project Data becomes Validated.
Prepare Project Data for send to EC
Remark | The Prepare for Send can occur when a User on the highest MS Node wants to indicate that the Project Data version can be prepared for sending to the Commission, once the Validation Errors have been removed and the status is Validated or Sent (from a lower Node). To prepare the send of the Project Data, the User must have the role of of MS Managing Authority SNC with Update or Send rights (MSMASu/s). |
Click on the Prepare for send to EC button to prepare to send the Project Data to the Commission:
The system will ask you to confirm the send action:
Click on Confirm to confirm.
The status of the Project Data is set to Preparing for send to EC.
Send the Project Data
Remark | The Send can occur when a User wants to send its recorded data on Project Data version to the Commission or to an upper Node. The Project Data can only be sent once the Validation Errors have been removed and the status is Ready To Send or Sent (from a lower node). The "4 eyes principle" must be respected. Therefore, the User sending must be different from the User who last validated. The User sending should verify the reliability of the data transmitted using the provided information in the snapshot, to ensure that the “4 eyes principle” is fully respected. To send the Project Data, the User must have the role of MS Managing Authority SNC with Send rights (MSMASs). The Sending to EC will have to be electronically signed in accordance with Directive 1999/93/EC. |
Click on the Send button to send the Project Data to the Commission or to an upper Node:
The system will ask you to confirm the send action:
Click on Confirm to confirm.
On success, the Project Data version has been sent to the Commission or to an upper Node. When sent, the status is set to Sent.
Remark | When on the highest MS node, different versions of the generated “Snapshot before send” document will be available, as the sender should verify the reliability of the data entered by the User who last validated that will be sent to the Commission, to ensure “the 4 eyes principle”: A version containing the untranslated content with the template in the Source language. When the Source language is different from English, a version containing the untranslated content with the template in English. When the Source language is different from English, a version containing a machine translation of the content in English with the template in English. |
Return Project Data by MS for modification
Remark | The Project Data can only be revised by MS when a lower Node exists and the status is Sent (to a higher MS node), Open, Validated, Ready to Send or Returned by MS and a lower Node exists. This action can be used when a User wants to request a review for the Project Data version sent by the Member State/Region because it is incomplete or incorrect. To request a review for the Project Data version, the User must have the role of MS Managing Authority SNC with Update rights (MSMASu). |
Follow the steps to request a review for Project Data by MS:
Select the following:
(1) Select the icon with 3 vertical dots.
(2) Click on the Return by MS for modification button to request revision from the lower Node.
The system will ask you to confirm the request for revision:
Enter the following:
(1) Enter the Reason for return in the text box provided.
(2) Click on Confirm to save the information.
On success, the status of the Project Data will be changed to Returned by MS and the sender is notified of the action and its reason.
Delete the Project Data
Remark | The Project Data can only be deleted when: it resides on the owner Node the status is Open, Validated, Ready to Send or Returned by MS it has never been sent to the Commission before it has no sent documents attached. To delete the Project Data, the User must have the role of MS Managing Authority SNC with Update access (MSMASu). The delete is a physical delete and cannot be recovered! |
Follow the steps to remove the Project Data from the system:
Select the following:
(1) Select the icon with 3 vertical dots.
(2) Click on the Delete button to remove the Project Data from the system.
The system will ask you to confirm the delete action:
Click on Confirm to confirm or click on Cancel to return to the Project Data.