The Provider Representative (PR) selects the method to onboard the Training Resource

The PR logs on to the Portal and may proceed with the onboarding of Resources. 
The PR is offered two options to onboard Resources: a) via a web interface for each Resource individually or b) via the Portal Application Programming Interface (API).

If the web interface is selected, then Step 1a follows, otherwise Step 1b.

Note: The first resource of the Provider must be entered using the web interface, see Step 1a.

The PR applies to onboard a Resource via the web interface

The PR may apply for the onboarding of a Resource by completing the Resource Profile.

Automated mechanisms are used to the fullest extent possible to ensure that all required information is included and that the information is of the correct type, size, etc.

In case any difficulties arise during the application, the PR may communicate issues [1] and depending on the issue, the EPOT will support them.

Otherwise, if the form is completed and passes all automatic checks, it can be submitted.

When the form is submitted, the PR is queried if additional Resources will be onboarded. If yes, then Step 1a is repeated, otherwise the process moves to Step 2.

[1] onboarding@eosc-portal.eu

The PR applies to onboard a Resource via the API

The PR may apply for the onboarding of Resources by using the Portal Open API. 
In brief, the Provider needs to use the AAI of the Portal to retrieve a new API token. Then, the Provider prepares the Resource description, according to the Resource Profile by calling the API’s POST/Resource/validate method. Upon successful validation, the Provider calls the POST/Resource method to add the new Resources in the catalogue. Upon success, the Provider receives a new set of Resource IDs and the new Resources are onboarded in the Portal. A detailed description of the Portal Open API [2] is available. 
In case any difficulties arise during the employment of the API, the PR may communicate issues [3] to the EPOT, who will support them.

[2] https://providers.eosc-portal.eu/openapi

[3] onboarding@eosc-portal.eu

The first newly onboarded Resource by each provider is reviewed by the onboarding team. Subsequent resources are currently automatically published. 

The onboarding team examines the quality of the metadata, specifically if they follow the general recommendations and guidance of the Resource Profile, spelling, accuracy, composition and URLs.

If the Resource description does not comply with the inclusion criteria of the Portal and the rules and criteria based on the current Rules of Participation(RoP) and the typology of the Resource Profile, the PR will be asked to take an action (e.g. amend the description and resubmit, etc.), with the possible option to join an information/training session. In this typically 1-to-1 call, the PR will have the chance to ask questions and get a personalised consultation on the best way to onboard the Resources.

To facilitate the amendment, the EPOT provides recommendations, taking into account potential Provider's nuances, and reviews the Provider’s website, their catalogue and provided URLs, and proposes alternatives for the description of the Resource’s metadata and provides best practice examples from other Providers.

If the Provider fails to update the Resource accordingly, the Resource may be rejected. In this case, the Provider is sent a notification of the definitive Resource Onboarding rejection and possibly a Provider suspension.

Otherwise, the PR is notified of the approval and the Provider, as well as the Resource, are published on the Portal. The EPOT may also perform small corrections on the Resource descriptions and ask for the consent of the Provider before publishing.

This will trigger one of the following:

• The EPOT checks the Kanban board for a new ticket that has automatically been created in the EPOT Jira project.
• New email to onboarding@eosc-portal.eu that provides notifications on new Resource registrations.
• New Resource with the state Pending First Resource Approval in the Provider Portal.

Actions

• Action 1 - The EPOT assesses the resource record and:
• The EPOT goes through the provider portal entry; 
• The EPOT applies the inclusion criteria at https://www.eosc-portal.eu/providers-documentation/eosc-provider-portal-inclusion-criteria, and in particular:
• Assess whether the submission meets the inclusion criteria (e.g. is for a real service - not a piece of software, or feature of another service, suitable for EOSC, etc.)
• Check that the links provided do point to the required content;
• Check that all fields are correctly filled in.
• Action 2 - If all is correct, move the ticket to status "Record Approved" and approve in the provider portal.
• The PR will automatically be notified of the approval.
• A notification is sent to onboarding@eosc-portal.eu
• Action 3 - If the record is not appropriate and the EPOT judges it cannot be made so, move to status "Rejected" 
• Reject application in the provider portal;
• Send an email to the PR email contact (and resource if different), with cc: onboarding@eosc-portal.eu, explaining why the submission is rejected;
• <To Add: TEXT FOR REJECTION>;
• Add note on reasons for rejection to Jira ticket comments.
• Action 4 - If the record is not correct but the EPOT judges it can be corrected, move to status "Application Requires Review"
• Contact the Resource provider for clarification by sending an email;
• Cc onboarding@eosc-portal.eu (if possible reply-to set to the same address or else request they cc the list);
• Request changes to the resource records in the provider portal;
• Add a comment to the ticket with the reason the application change was requested.
• Action 5 - Follow up 
• Monitor the progress of the ticket by email or through automatic notifications from the portal when the Resource entry is updated; 
• Respond to enquiries and updates from the provider;
• For any change in status or new communication, add details to a Jira ticket as a comment;
• Depending on the circumstances, move the ticket to 'Record Approved' or 'Rejected' status and proceed as appropriate;
• If an EPOT member has tickets assigned to them that they cannot follow up (due to e.g. a holiday), use the weekly onboarding meeting or onboarding-team@eosc-portal.eu email address to find another EPOT team member that can take on the tickets, and when they agree, assign them accordingly.