The document describes EU-xpert and EU-fin, tools to help manage EU-funded projects. EU-xpert allows assigning tasks, collaborating on documents, and tracking changes. EU-fin allows setting up a project, entering financial planning, periodic reporting of actual costs, generating necessary reports, and continuous monitoring of finances. The tools aim to reduce the effort of reporting and provide up-to-date data for project management.

1. www.fp-tools.eu

2. Complete product family Scientific reporting Financial reporting & financial proposal writing Public and private projectwebsite Project proposal writing

3. Traditional FP reporting Coordinator WP-leader x WP-leader 1 Disadvantages: Many versions, little overview No logging of changes No picture of progress Partner 1 Partner 2 Partner n ..

4. Why tools are needed Large recurrent reporting effort Many scientists, many locations Word/Excel does not scale for reporting Exponential management nightmare!

5. EU-xpert concept Workpackage leader Participants Navigation tree of entire report Non-editable text printed in report Editable text printed in report Instructions not printed in report

6. EU-xpert assignments , create Coordinator instructs WP leaders Assigning EU-xpert assignments Assigning EU-xpert assignments Title assignment Instruction for assignee select assignee(s) Default assignment status = open Due date for assignment Send email with deeplink to assignee Save & send assignment

7. EU-xpert document editing Partner can enter text by typing … … or pasting Word document In mailbox assignee

8. EU-xpert document editing Inserting picture from desktop adjust import settings if needed before importing

9. EU-xpert document editing Partner can enter text by typing … or pasting Word document Inserting picture from desktop In mailbox assignee adjust import settings if needed before importing

10. EU-xpert track changes See previous edits of other authors … and compare modifications

11. EU-xpert assignment status Inform assigner that work is done … … and change the assignment status to Done

12. EU-xpert assignment status A assignement can have four states: Open: the edit assignment has been assigned to a participant and is in progress Done: the Participant has finished editing Sign-off: the Workpackage leader has checked the work and OK’s it Closed: the Project management office closes the edit assignment Project Management Office Workpackage leader participant

13. EU-xpert WP-leader view

14. EU-xpert Word document generation

15. 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

16. Financial management and Monitoring with EU-fin EU-fin

17. Support coordinator responsibilities: Financial planning Project cost reporting Distribute EC-contribution Financial management EU-fin goal

18. Setting up your EU-fin project: By Coordinator Support FP-Tools How does EU-fin work Step 1: Setting up EU-fin

19. 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

20. Coordinator invites beneficiaries to EU-fin (financial contact persons) Financial Planning Step 2: Inviting Partners EU-fin

21. Contact person of each beneficiary enters financial planning Using personalized web based forms Financial Planning Step 3: Entering Financial Planning EU-fin Coordinator monitors process

22. Demo entering planning Choose WP Click < Save > Enter planning Indirect cost are calculated automatically Enter person months Whole duration column: open or closed Totals are calculated automatically

23. 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 Periodic reporting

24. Click on ‘project costs’ in the navigation panel Select work package Select period Planned 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

25. Click on ‘Explanation costs’ in the navigation panel Select WP Select period Actual costs appear Enter explanation of the actual costs Click on <Save> to save the entered explanation Repeat for each work package Reporting of actual costs

26. Coordinator generates necessary reports Generating reports A3.1 Various other reports Distribution of EC-contribution Explanation of use of resources Summary financial report Step 4: Generating reports EU-fin

27. 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

28. Coordinator can generate overview queries at any moment Using PivotTable Continuous: Monitoring Monitoring

29. Continuous: Monitoring Select parameters and location in table The overview is generated The new overview is generated Hide parameters Export overview to Excel or PDF Monitoring: pivot table Select page Change columns shown Select the relevant periods The overview adjusts automatically Change the location of the parameter

30. 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

31. FP-projects with FP-tools

32. making Science possible www.fp-tools.eu