www.fp-tools.eu

Complete product family

Scientific reporting

Financial reporting & financial proposal writing

Public and private projectwebsite

Project proposal writing

Traditional FP reporting

Coordinator

Partner 1 Partner 2 Partner n..

WP-leader x

WP-leader 1

Disadvantages:• Many versions, little

overview• No logging of changes• No picture of progress

EU-xpert concept

Workpackage leader

Participants

Navigation tree of entire reportNon-editable text printed in report

Editable text printed in report

Instructions not printed in report

EU-xpert assignments

Coordinator instructs WP leaders

Assigning EU-xpert assignments

Assigning EU-xpert assignments

Title assignment

Instruction for assignee

select assignee(s)

, create

Default assignment status = openDue date for assignmentSend email with deeplink to assignee

Save & send assignment

EU-xpert document editing

In mailbox assignee

Partner can enter text by typing …… or pasting Word document

EU-xpert document editing

adjust import settings if needed before importing

Inserting picture from desktop

EU-xpert track changes

See previous edits of other authors … and compare modifications

EU-xpert assignment status

Inform assigner that work is done …

…and change the assignment status to Done

A assignement can have four states:

1. Open: the edit assignment has been assigned to a participant and is in progress

2. Done: the Participant has finished editing

3. Sign-off: the Workpackage leader has checked the work and OK’s it

4. Closed: the Project management office closes the edit assignment

Project Management

Office

Workpackage leader

participant

EU-xpert assignment status

EU-xpert WP-leader view

EU-xpert Word document generation

EU-xpert benefits

Ease to use, easy to navigate

Only one version of content: No version control needed

One click report creation, no layout troubles

Significant reduction of logistical handling for all users

According to customers: Saves time, reduces stress

EU-fin

Financial management and

Monitoring with EU-fin

Support coordinator responsibilities:

• Financial planning• Project cost reporting• Distribute EC-contribution• Financial management

EU-fin goal

Setting up your EU-fin project:– By Coordinator– Support FP-Tools

How does EU-fin work

Step 1: Setting up EU-fin

Settings & Parameters

Flexible Parameters:● Project type ● Work Packages● Periods ● Beneficiaries● Type of ● Link Beneficiaries & WP’s Expenditures ● Requested Contribution

Fixed Parameters (Linked to funding scheme)● Activity types● Funding rates

Step 1: Setting up EU-fin

– Coordinator invites beneficiaries to EU-fin (financial contact persons)

Financial Planning

Step 2: Inviting Partners

EU-fin

Financial Planning

Step 3: Entering Financial Planning

• Contact person of each beneficiary enters financial planning

• Using personalized web based forms

EU-fin

• Coordinator monitors process

Demo entering planning

Choose WP

Enter planning

Indirect cost are calculated automatically

Enter person months

Click < Save >

Whole duration column: open or closed

Totals are calculated automatically

Periodic reporting

• After each reporting period the actual costs have to be reported in EU-fin

• Per work package & type of expenditure• On the basis of own financial administration of

beneficiary• Explanation is very important, part of periodic

report

Click on ‘project costs’ in the navigation panel

Select work packageSelect periodPlanned budgets and person months are shown

Actual costs and person months have to be entered

And, if necessary, the adjustments to previous periods

Save the entered information

Repeat for each work package

Reporting of actual costs

Click on ‘Explanation costs’ in the navigation panel

Select WPSelect periodActual costs appearEnter explanation of the actual costsClick on <Save> to save the entered explanation

Repeat for each work package

Reporting of actual costs

Generating reports

• Coordinator generates necessary reports

A3.1

EU-fin

Various other reports

Distribution of EC-contribution

Explanation of use of resources

Summary financial report

Step 4: Generating reports

• Form C calculations are generated by EU-fin• Form C now submitted with FORCE• EU-fin and FORCE are complementary,

no overlap!

Form C and FORCE

• Coordinator can generate overview queries at any moment

• Using PivotTable

Continuous: Monitoring

Monitoring

Continuous: Monitoring

Select parameters and location in table

The overview is generatedSelect page

Change columns shown

Select the relevant periods

The new overview is generated

The overview adjusts automatically

Change the location of the parameter

Hide parameters

Export overview to Excel or PDF

Monitoring: pivot table

EU-fin is flexible: Project interface can always be modified

EU-fin is complete: Project interface can be used in each project phase

EU-fin is accurate: Up-to-date data is available for all users anytime anywhere

EU-fin benefits

FP-projects with FP-tools

~VSYNC~

making Science possible

www.fp-tools.eu