Migration from v3 to v4

When updating your Jems installation from v3 to v4 the migration of data is secured via migration scripts provided within the installation package.

For the migration of data from v3 to v4 there are some specifics that have to be considered by programmes and depending on your settings, there might be the need for certain actions to be performed manually in the UI.

[IT Technical] Version information

Current versions to use:

latest release: jems-server 4.0.1
latest standard plugins: 1.0.49
latest plugin contract (for development of plugins): 1.0.39

[IT Technical] Elastic-search update

Due the Log4j vulnerability it was decided to update Jems connector for Elastic-search to 7.16.3.

Please update your Elastic-search service accordingly.

[IT Technical] Helpdesk and Terms of service links

Helpdesk, see updated manual: Support/Helpdesk contacts
Add cookie note to the terms of service: Terms of service and privacy policy and cookies usage policy

[IT Technical] Notification service

This release introduced a mail notification system (e.g. registration of users) see Notification service

[IT Technical] Programme-logo file names changed

Programme logos uploaded for v3 (or prior) no longer work in v4 (and following)!

Prior releases of Jems required the upload of programme logos in multiple resolutions. For release v4 (and following), the handling of programme logos has been simplified. What to do for migration:

File name for the programme logo file has changed from prior releases, to be less ambiguous.
InteractProgrammeLogo_200.png changes to InterregProgrammeLogo_200.png
Logo files at lower resolutions (InteractProgrammeLogo_48 and _96 respectively) are deprecated and no longer used by the system. They can safely be deleted from Minio.
For full instructions, please refer to the logo section of the configuration: System logo configuration

Translations

With every new release, an updated default translation file is delivered in Jems. The new default translation file can be downloaded in the programme setup from the translation management section in Jems. Please find further information on Translation management and Update translation files in the manual.

Depending on your language settings, the following actions might be required in your Jems installation:

If you have uploaded translation files for any language other than EN: Please make sure that you add the new translation keys from the default EN translation file to your translation files with the translated lables and upload the files for your selected languages.
If you have uploaded translation files for EN: Please be aware that there were changes to some of the labels of the existing EN translation keys (e.g. new Strategy names - see below). These changes can only be effective in your installation, if you replace the labels also in your programme specific EN translation files and reupload them in the translation management section of the programme setup.

Updates impacting the Intervention Logic (Priorities, SOs and Indicators)

Changes done in Jems V 4

The Jems programme setup follows the “Template for Interreg Programmes” (Interreg Regulation Annex) and, as much as possible, shall be in line with SFC to potentially enable automatic data transfer in the future. Based on the interpretation of the regulations and clarifications provided by the European Commission and the latest updates of SFC, the logic of the Priorities in the Programme setup in Jems had to be adapted. The list of available Policy Objectives and Specific Objectives was adapted as follows:

General: The official Specific Objective Codes were added to all Specific Objectives and are displayed in the section “Priorities” of the Programme Setup.
Policy Objective 4:
1. The ESF+ Specific Objectives were removed from Jems, as they cannot be used by Interreg Programmes.
2. The PEACE PLUS Specific Objectives were adapted to follow the structure of SFC.
INTERREG Specific Objectives ISO1 & ISO2:
1. ISO1 and ISO2 were removed from the list of available Policy Objectives and all related Specific Objectives were removed from Jems.
2. All Specific Objectives ISO6.1-ISO6.6 and ISO7.1-ISO7.4 can be found under the Policy Objective “ISO12”, which is a combined INTERREG Policy Objective.

The full list of Policy Objectives and Speccific Objectives of Jems Version 4 can be found in the user manual Policy Objectives and Specific Objectives in Jems. The list of deleted Specifci Objectives can be found in Annex 1 - List of deleted Specific Objectives .

Actions required when updating to Jems V 4

In case you have used any of the Policy Objectives or Specific Objectives mentioned above in your Jems installation, when updating to Jems V 4 you need to do the following manual actions in the programme setup and potentially do a modification of all applications using those Specific Objectives.

No migration is provided for Priorities using POs or SOs from the list below. Migration has to be done manually by revising Priorities, re-creating Indicators and modifying Application Forms.

PO and SO

Impact on Programme setup

Impact on Application form

Action required

PO4, ESF+ SOs

ESF+ SOs are deleted from the Priority

Indicators linked to those SOs are deleted

Section A: ESF+ SOs deleted

Section C: Outputs deleted from the workpackages

Section C: Results input data deleted

ESF+ SOs cannot be recreated in the programme setup, as Interreg Programmes cannot use them: REUSE THE EXISTING PRIORITY LINKED TO PO4 AND SELECT NEW SOs

Application forms using deleted SOs need to be modified (use Return to applicant button or project modification): Select a new SO in section A, re-create Outputs and Results in section C

PO4, PEACE PLUS SOs,

PEACE PLUS SO is deleted from the Priority

Indicators linked to this SO are deleted

Section A: PEACE PLUS SOs deleted

Section C: Outputs deleted from the workpackages

Section C: Results input data deleted

PEACE PLUS Programme: REUSE THE EXISTING PRIORITY LINKED TO PO4 AND SELECT NEW SOs

Application forms using deleted SOs need to be modified (use Return to applicant button or project modification): Select a new SO in section A, re-create Outputs and Results in section C

ISO1, all SOs

Priorities linked to ISO1 are deleted

SOs under ISO1 Priorities are deleted

Indicators linked to those SOs are deleted

Section A: ISO1 SOs deleted

Section C: Outputs deleted from the workpackages

Section C: Results input data deleted

Programmes using ISO1:
CREATE A NEW PRIORITY BY USING POLICY OBJECTIVE “ISO12” AND SELECT YOUR SOs

Application forms using deleted SOs need to be modified (use Return to applicant button or project modification): Select a new SO in section A, re-create Outputs and Results in section C

ISO2, all SOs

Priorities linked to ISO2 are deleted

SOs under ISO2 Priorities are deleted

Indicators linked to those SOs are deleted

Section A: ISO1 SOs deleted

Section C: Outputs deleted from the workpackages

Section C: Results input data deleted

Programmes using ISO2:
CREATE A NEW PRIORITY BY USING POLICY OBJECTIVE “ISO12” AND SELECT YOUR SOs

Application forms using deleted SOs need to be modified (use Return to applicant button or project modification): Select a new SO in section A, re-create Outputs and Results in section C

ISO12, SO “Other”

The SO “Other actions to support a better cooperation governance and to contribute to a safer and more secure Europe” is deleted from the Priority

Indicators linked to this SO are deleted

Section A: “Other” SO deleted

Section C: Outputs deleted from the workpackages

Section C: Results input data deleted

Programmes using “Other” SO from ISO12:
REUSE THE EXISTING PRIORITY LINKED TO PO “ISO12” AND SELECT YOUR SO (choose “Other actions to support a better cooperation governance” and/or “Other actions to contribute to a safer and more secure Europe”)

Application forms using deleted SOs need to be modified (use Return to applicant button or project modification): Select a new SO in section A, re-create Outputs and Results in section C

Please take into consideration that SO names could be different in an installation with a programme sepecific EN translation file.

Updates concerning Strategies

Several strategy names were updated to match the final wording of the strategy names for the 2021-2027 programming period.

Selected strategies in the programme setup and in the application forms are automatically updated to the new English strategy names, unless you have uploaded your programme specific translation file for EN translations. Also for all other system languages you need to update the strategy names in your translation files accordingly.

Jems strategy name v3	Jems strategy name v4
Sea Basin Strategy: North Sea	North Sea Region Strategy
Sea Basin Strategy: Black Sea	Common Maritime Agenda for the Black Sea
Sea Basin Strategy: Baltic Sea	removed from list and automatically merged with EU Strategy for the Baltic Sea Region
Sea Basin Strategy: Arctic Ocean	A stronger EU engagement for a peaceful, sustainable and prosperous Arctic
Sea Basin Strategy: Seas around Europe's most outermost regions	A stronger and renewed strategic partnership with the EU's outermost regions
Sea Basin Strategy: Adriatic and Ionian Seas	removed from list and automatically merged with EU Strategy for the Adriatic and Ionian Region
Mediterranean Sea basin	Initiative for the sustainable development of the blue economy in the western Mediterranean region
Atlantic Strategy	Atlantic action plan 2.0

Updates concerning the Application Form status flow

A new status was added for application forms that are returned to application after approval with conditions.

Projects that were “Approved with conditions”, for which the “Return to applicant” button was pressed, the current status is renamed from “Returned to applicant” to “Returned for conditions”.

Please note that only the name of one specific status was changed to be able to distinguish application forms that were “Returned to applicant” before “Approved with conditions” (no change) from projects that were returned after “Approved with conditions”, which now have the new status name “Returned for conditions” instead of “Returned to applicant”.

Updates concerning Application Form fields

Investments: Two new fields were added to the Investment section of the Application Form. For existing calls, the new fields are by default switched off, but can be activated by revising a darft of published call.
- Expected deliveray period
- Assessment of expected impacts of climate change

For existing calls, the new fields are by default switched off, but can be activated in the application form configurator by revising a draft or published call.

Comments in budget tables: A column “Comments” was added to the budget tables for the cost categories Travel and accommdation, External expertise and services, Equipment and Infrastructure and works. For existing calls, the new fields are by default switched off, but can be activated by revising a darft of published call.

For existing calls, the new fields are by default switched off, but can be activated in the application form configurator by revising a draft or published call.

Project lump sum description: The field “Project lump sum description” is now optional and can be activated in the application form configurator for a new call.

For existing calls, the project lump sum description remains switched on.

Deliverable title: The field “Deliverable title” is added to the deliverable table under activities in the workpackages of section C. The field cannot be activated separately, but it is part of the overall setting for the “Deliverables” in the application form configurator for a new call.

For existing calls, the deliverable title is added to the deliverable table, if “Deliverables” are activated in the application form configurator.

Updates concerning Call settings for funds

In v4 a feature was added to set maximum co-financing rates for the funds activated in a call. For existing calls, the maximum co-financing rate for all activated funds is automatically set “up to 100%”, as the limit for co-financing rates was up to 100% in v3.

Updates concerning System privileges

The following permissions were added:

Top navigation bar - Applications
edit was added (Allows/restricts the access of specific users to specific applications)
This adds a new tab in application listing to assign moderators to projects,
only users added as moderators can modify applications they were added to.
Allow user to monitor project (Programme authority: Officers, Controllers, Assessors, ...) - Modification -Modification panel - hide, view, edit - rights were added
Open new modification - hide/active - was added
Modification files - hide, view, edit - rights were added
Allow user to create/collaborate in projects (Applicant, LP) - Application form - Project privileges
hide, view, edit - rights were added
With the view right the 'Project privileges' section is added to the side bar for projects.
there you are able to view collaborators of specific projects and also edit them if the edit right was given.