IF 2014: How to prepare the Grant Agreement

Congratulations, you have a fellowship! Now it's time to prepare the Grant via SyGMa, the online tool for the grant agreement preparation. You have to have an ECAS login in order to access SyGMa. 


The SyGMa tool seems quite simple for individual fellowships (no work packages, milestones…). If you have already used NEF (negotiation IT tool for FP7) you may remember its use for contact details, bank accounts and start date options for example.
Please note that it is the host institutions which completes the SyGMa session even though the research fellows have access to the system. 
This is what SyGMa looks like:








When a green "V" appears on the TAB header, it means the information within is valid. This means that no mandatory info is missing and that the info follows the basic rules (e.g. maximum 1 Reporting Period). This does not necessarily mean that the information is correct!

 A yellow "!" indicates a warning. It is not blocking on an IT point of view (meaning the GA can be submitted) but may require to be solved later on.

A red "X" signals a blocking issue which prevents the GA from being submitted.

A blue "i" informs that the data in this TAB has been uploaded automatically (mainly from SEP).
 Frequent issues:


 There is no need for the host to upload the Part B (Annex I) . If you have already uploaded it, it is OK. This is a “warning” generated everywhere in SyGMa. However, you can submit the Grant Agreement data without this (it is not a blocking warning).
In theory, all Part B will be uploaded automatically (i.e. initial proposal) later on.There is no need for the host to indicate the Commission/Agency representative. This is another “warning” generated everywhere in SyGMa. Of course, you can submit the Grant Agreement data without this (it is not blocking).

Start Date Options: 
a) The option "first day of the month following the signature of the Grant Agreement" for the start date can maybe cause some issues as this is the first time REA uses this system for such a large amount of Grants (more than 1000) so it could be inconvenient for you if the GA is signed towards the end of the month (you will only be notified at last minute and the fellow will need to start immediately) or at the beginning (i.e. you "miss" one month)

b) "Fixed start date". If you are sure that the project will start on a precise date, you can put it as "fixed", providing a brief explanation in the comment box (compulsory). For example, “the researcher's contract will end on” … or “the researcher is already at the host institution” (in case you choose an early date like 1st of March or 1st of April…)

c) "Open start date". This is the most flexible option, as it allows you to notify REA later on, until 12 months after the signature of the GA. **IMPORTANT: You need to provide an indicative start date (use the calendar above, like the "fixed" option). Although not compulsory by the system, it will really help a lot in the GA signature procedure.


*The earliest possible start date is 1/3/2015 (fixed). The latest possible is 1/09/2016 (only as fixed, providing justification)


Financial information: 
The pre-financing for H2020 projects should be set to 70%. In case this is different, please let the Project Officer know when you submit the data (it can be "customised" later on) Please also inform the Project Officer in case of discrepancy between the "family allowance" and the researcher's situation (e.g. an applicant indicated by mistake that he/she is married, but this is not the case…)
Ethics: 
In case your project involves ethical issues, you will be able to find the respective requirements under the "Ethics" tab. Depending on these requirements, we will decide together, on a case-by-case basis, whether these requirements can be cleared before the GA signature (e.g. an email answering on "Detailed information must be provided on the informed consent procedures that will be implemented" or "The applicant must clarify whether vulnerable individuals/groups will be involved."  However, in case of a complex requirement (e.g. document provided by a national authority) we can agree on the timeframe.
Declaration of Honour: 
You can proceed to the signature of the declaration. This will be a requirement later on, in order to proceed to the signature of the GA, so please have it signed now, if possible.

Please note that there are no original documents to be sent to REA at this stage. You only need to complete the SyGMa session. If documents are necessary (e.g. ethical issues…) we will deal with this at a next stage.