Process description and steps
The General concepts GMS also apply to the monitoring process. For a detailed description of the roles mentioned in this process, see the Online Manual.
Grants Management Services view (Consortium & Experts)
| Name of the process | Access rights | GMS view |
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| PMOC (Project Monitoring for Consortium) | Consortium & Experts |
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| PMON (Project Monitoring for Experts) | Experts |
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| PMON-IR (Project Monitoring for Innovation Radar Experts) | Experts |
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Steps for the consortium
Initial Step: The coordinator uploads a reply to the assignment of experts letter received from the EU
The coordinator will receive a notification to upload a reply to the assignment of experts letter received from the EU officer.
The Project Monitoring Information letters are sent to the Coordinator to inform him about a forthcoming review and/or to inform him of the Project Monitoring and Innovation Radar Experts sent to the Primary Coordinator Contact (PCOCO).
To upload the reply the coordinator must log on to the Funding & Tenders Portal and access the relevant project.
Click on the task "Project Monitoring Information Letter" to view the letter received from the EU officer.
For European Innovation Council (EIC) accelerator projects only: click on the task Progress Meeting Information Letter to view the letter received from the EU officer.
The letter is also stored under the process specific documents.
Click Upload to upload a reply to the letter.
Click add new attachment.
Once you uploaded the reply, click OK.
Your reply will be stored under Process documents.
Click Complete to submit your reply to the EU.
Once the process is completed, the blue process box indicates the process is now in the hands of the EU.
The Consortium may object to the assignment of one or more experts (only on the grounds of commercial confidentiality). In this case, a series of exchanges with the EU will occur: the EU will send a different letter with new experts to complete the list and/or to replace the ones rejected by the Consortium.
For PMON-Innovation Radar only: following the instructions received via the Information letter, the Coordinator will need to fill out the Innovation Radar Questionnaire - received in the documents together with the Information letter, and send it back to the EU officer through the Portal Communication Centre. In the message (s)he needs to also list and describe her/his innovations.
Steps for the Project Monitoring experts
Step 1: All experts (rapporteur included) edit their own Individual Review Report and then submit it to the Rapporteur
This step doesn't apply in case of a review without experts.
A. Editing your Individual Review Report
The experts (rapporteur included) perform this action.
Click on the task Individual Review Report and start editing.
For European Innovation Council (EIC) accelerator projects only - Experts will receive a personal notification (PNS) for a process called Project Monitoring for Progress Meeting.
* Please note that this process is only launched after the expert's contract has been signed.
The relevant documents can be consulted by clicking on the Document Library button. There you can order by several criteria, but you may find that ordering by process is the easiest for you.
Complete the requested information for each tab and Save. Click on Validate to see whether you have filled in all information correctly.
A.1. Completing the information for the Report Core tab
If needed, click on
to enlarge the description/comment box. An additional pop-up is displayed, containing the comment:
The review questions are numbered in the Review Report Core screen. Therefore, the error messages in the Validation Report are also more specific: they display the corresponding number to each section they are referring to.
The questions are different for Mid-term Review Reports (for reviews linked to an intermediate reporting period or not linked to a reporting period) and Final Review Reports (for reviews linked to a final reporting period or for a project under termination).
Only the deliverables due for this Project Monitoring* and for which the assessment has not been finalised by the Project Officer (with the status Accepted / Rejected ) in Continuous Reporting need to be assessed.
*'Due for this Project Monitoring' means:
- due during the linked reporting period (if the monitoring is linked to a reporting period) and all deliverables which due date has passed and still need to be submitted
- due up to the start date of monitoring (if the monitoring is not linked to a reporting period)
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Deliverables removed through a passed Amendment are no more mandatory for assessment. However, the new ones created after the start of the Review are available and possibly mandatory to assess.
The information under Del. Relative no. , Title, Est.Del. , Status and Present Status columns is automatically retrieved from Continuous Reporting
To assess the deliverable click on the corresponding row and complete the assessment details:
- check the deliverable details and select the appropriate assessment status
- justify your decision by completing the comment box and click .
If needed, click on to enlarge the description/comment box.
You are required to include a comment when assessing the deliverable only if:
- the deliverable is rejected (deliverable assessment status: REJECTED)
- a revision of the deliverable is requested (deliverable assessment status: REQUEST_FOR_REVISION)
For all the other cases the comment is optional. Please note that even if a comment is introduced, the assessment of the deliverable is still mandatory.
To modify the assessment status/comment for a deliverable, click on the corresponding row. If you wish to reset (erase) both of them, click the corresponding "x" sign under the Actions column:
A.3. Completing the Milestone Assessments tab.
Only items due for this Project Monitoring* and for which the assessment has not been finalised by the Project Officer in Continuous Reporting need to be assessed.
*'Due for this Project Monitoring' means:
- due during the linked reporting period (if the monitoring is linked to a reporting period) and all milestones whose due date has passed and still need to be achieved
- due up to the start date of monitoring (if the monitoring is not linked to a reporting period)
Milestones can be filtered using the corresponding button as follows:
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Milestones removed through a passed Amendment are no longer mandatory for assessment. However, the new ones created after the start of the Review are available and possibly mandatory to assess.
The information under and columns is automatically retrieved from Continuous Reporting:
To assess the milestone click on the corresponding row and complete the assessment details:
- check the milestone details and select the appropriate assessment status
- justify your decision by completing the comment box and click .
If needed, click on to enlarge the description/comment box.
To modify the assessment status/comment for a milestone click on the corresponding row. If you wish to reset (erase) both of them, click the corresponding "x" sign under the "Actions" column:
After completing all the tasks click on . Then close the current screen and return to the Funding & Tenders Portal.
All incomplete actions/comments are listed in the Validation Report after clicking on .
During the time when SyGMa session is open the 'Submit' button becomes 'Revalidate', allowing the experts to refresh the validation task after editing the Form data in SyGMa.
To finalise and submit the data, click the .
If the Project Monitoring takes place during an ongoing Periodic Reporting and the Periodic Report has not yet been submitted by the Consortium, it will not be possible to submit an Individual Review Report (the Submit button will be deactivated).
The submission is being processed...
Once the submission is processed, the process box turns blue to indicate that the completion of the Final Review Report is now in the hands of the rapporteur and the status is .
Once the action is completed, a PNS is sent to inform the Project Officer.
The Individual Review Report generation is also available for the Individual Experts performing the project review. The Review Report document can be accessed from the or of the process.
Step 2: The rapporteur edits the Final Review Report
This step doesn't apply in case of a review without experts.
The rapporteur performs this action.
As soon as the rapporteur has submitted his/her own individual assessment report, he can already start editing the consolidated report, he will not be able to submit it though (unless all individual experts submitted their own reviews).
For European Innovation Council (EIC) projects only - the consolidated report has been replaced by the generic template: "confirmation of attendance to Progress meeting".
Click on the task and start editing.
If the Final Report has been sent back to the rapporteur, by one or more experts, for further review (see Step 3: The Final Report is approved/rejected by the experts and submitted to the EU ), next to the task there will be an information icon that, when hovered over, will display the rejection reason.
Review the Report Core.
The Consolidated Report is displayed as below:
- For each multiple-choice question, the choice of the Rapporteur's Individual Expert's Report is pre-selected:
- Click the
button to display these comments in the Individual Expert's review Assessment pop-up. For each question containing comments, the ordered list of each expert's comment (clearly separated) is displayed.
- Click the
- If needed, click to enlarge the description/comment box. An additional pop-up is displayed, containing the comment.
Only the answers from finalised Individual Experts' reports are displayed.
- The rapporteur can choose to clear all other experts' comments from the report by clicking on .
The cleared comments will remain accessible for consultation when clicking button next to each assessment.
- Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report.
Click on the
- Question 1 in Section "Implementation" still has a comment from other expert(s). Please consolidate the comment and remove any reference to any other expert.
Review the Deliverables Assessment.
Only deliverables due to this Project Monitoring and for which the assessment has not been finalised in Continuous Reporting by the Project Officer need to be assessed. Deliverables can be filtered using the corresponding button as follows:
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The rapporteur can choose to clear all other experts' comments from the report by clicking on .
The cleared comments will remain accessible for consultation when clicking button next to each assessment.
Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report.
Review the Milestones Assessment.
The rapporteur can choose to clear all other experts' comments from the report by clicking on .
The cleared comments will remain accessible for consultation when clicking 
button next to each assessment.
Also, at validation, the rapporteur will be warned to proceed with the clean-up of the report and informed if there is any comment to be still deleted in the report.
Then click to submit your review to the approval of experts.
If the Project Monitoring takes place during an ongoing Periodic Reporting and the Periodic Report has not yet been submitted by the Consortium, it will not be possible to submit the Final Review Report (the button will be deactivated).
The submission of the Final Report is being processed...
Once the submission is processed, the process box turns blue to indicate that the monitoring is now in the hands of the experts for approval and the status is .
Once the action is completed, a PNS is sent to inform the Project Officer.
Step 3: The Final Report is approved/rejected by the experts and submitted to the EU
This step doesn't apply in case of a review without experts.
The experts perform this action.
Click on the task and start reviewing.
Review the information in the Final Report - all information will be read-only.
To reject the Final Report, click on .
Include the reasons for your rejection (this is a mandatory action).
When you finished, click .
The rejection is being processed.
The Final Report is re-submitted to the rapporteur for further editing and the project will go back to the step in the metroline.
To accept the Final Report, click on .
The acceptation is processed and the project moves to the next step in the flow:
Note:
- once the last expert accepts the Final Report, the report is submitted to the EU for assessment.
- for the standard Project Monitoring process only: in the situation when the Experts do not approve the consolidated report, the Project Officer (PO) can do so 'on their behalf', to avoid slowing down the process. After the PO's action, only the Experts who did not approve and on behalf of whom the PO approved the report, will then receive a PNS informing them of the action performed in their name.
Steps for the Innovation Radar expert
Step 4: The expert edits the Innovation Radar questionnaire and then submits it to the EU
This step doesn't apply in case of a review without experts
A. Editing the Innovation Radar Questionnaire
The experts perform this action.
Click on the task Innovation Radar Questionnaire and start editing.
A.1. Completing the information for the Innovations tab.
Click on the Innovations tab to complete the list of Innovations.
To add a new entry, click on 
and enter the innovation data (title & description). Then click on 'OK'.
Click on each Innovation to open the Innovation Questionnaire screen. If you wish to edit/modify an already added innovation, click on the corresponding entry and, from the Innovation Questionnaire screen, go to the field that you wish to update. Should you decide to Delete an innovation, click on the 
to remove it from the list.
Complete the Innovation details screen and review all questions in the Innovation Questionnaire.
When adding a selection of a Sustainable Development Goal (SDG) and/or a sub-SDG question, the previously saved selection is preserved.
Once you have finished reviewing, please do not forget to click Save.
You can archive an Innovation detected during a previous Innovation Radar review. This may happen when the Innovation is no more relevant and should always be agreed with the Project Officer and the Coordinator. To do so, click on the Archive Innovation button.
Click OK to confirm the archiving.
Include the reason for archiving the Innovation and click OK.
The Innovation will be moved to a specific table of Innovations archived during this Innovation Radar, along with the reason of archiving. It will not be editable any more and will not appear in the report, nor in subsequent Innovation Radars.
After archiving the Innovation, you are still able to un-archive (restore) it during this Innovation Radar. To do so, you need to click the Restore Innovation for this Innovation Radar button.
A.2. Completing the information for the Project Questions tab.
Click on the Project Questions tab to complete your review of the project innovations.
Please note that the Associated Partners are selectable as Innovators and their entity will appear eventually on the Innovation Radar website with their Innovation. They are available in the Innovation Project Questionnaire, under the questions listing the Beneficiaries.
Once you have finished reviewing, please do not forget to click Save.
All incomplete actions/comments are listed in the validation report after clicking on the Validate button.
After completing all the tasks, return to the Funding & Tenders Portal.
To finalize and submit the data, click the Submit button.
The submission is being processed...
Please refresh the page to move the process along.
Once the submission is processed, the process box turns blue to indicate that the Innovation Radar Questionnaire is now in the hands of the EU and the status is "reviewed" now.
Once the action is completed, a PNS is sent to inform the Project Officer.
The Innovation Radar Questionnaire generated document can be accessed from the Document library or Process documents section of the process.
Final steps
Step 5: The EU reviews the submitted Final Report and/or the Innovation Radar Questionnaire
The EU reviews the submitted Final Report and/or the Innovation Radar Questionnaire and accepts or rejects it back to the rapporteur and/or the Innovation Radar Expert.
If the Final Report and/or the Innovation Radar Questionnaire is/are accepted, the Coordinator will receive the task to review the results of EU assessment (please see the next step in the flow: Step 6: The Consortium can submit Observations to the EU).
If the Final Report and/or the Innovation Radar Questionnaire is/are rejected, the rapporteur and/or the Innovation radar Expert receives once again the task to edit the Final Review Report.
The rejection reason is displayed when hovering over the info icon (print screen for rapporteur).
The workflow restarts from Step: The rapporteur edits the Final Review Report.
The rapporteur and/or the Innovation radar Expert edits the Final Review Report and/or the Innovation Radar Questionnaire.
For PMON-IR: The "Submission" button for the rapporteur triggers validation checks. If the consolidated session is not yet opened in SyGMa, the "Submission" button will be disabled and the rapporteur will get a validation error.
Step 6: The Consortium can submit Observations to the Review Report
The Coordinator (acting on behalf of the Consortium) has 30 days to submit Observations to the Review Report.
This is not a mandatory action. If the Coordinator agrees with the EU officer's Review Report and has nothing to object/no comments to make, the sending of the observations letter becomes optional.
For PMON-IR: the COO receives a PNS informing him that the Innovation Radar process has finished and that he will receive the results in another communication.
The Consortium receives the results of EU assessment and clicks Review Report to read the report.
To download all documents of the Review Report, click the Download button. To download a particular document, click on its corresponding link.
To upload your remarks on the Review Report, click the Upload button.
Click Add new attachment to add your remarks to the response that will be sent to the EU.
Once you uploaded all documents you would like to attach, click OK.
The documents will be stored in the Process documents folder, under Project Monitoring Observations.
To send your remarks on the Review Report, click the Complete button.
Your remarks have been sent and the task has been completed.
