Monitoring Information System Greece Working Group Meeting Brussels, June 2000 STRUCTURAL FUNDS

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 2 Objectives Monitoring Information System for: –All Authorities involved Managing authorities (MA) Paying authority Monitoring committees Financial control/ auditing authorities –All Operational Programs (OP) –All Structural Funds

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 3 Managing Authority (CSF) Manages the system (in cooperation with the paying authority) Sets the managing rules Responsible for the operation Responsible for data security (user access by request of MA of the OP) Responsible for entire system operation Responsible for CSF structure Responsible for system “core” data

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 4 Managing Authority (OP) Authorized to enter: –Program complement –Project acceptance criteria –Project/subproject programming & monitoring data –Monitoring committee data –Internal audit reports & follow-up actions Shares audit reports with other authorities

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 5 Paying Authority Single authorized user of financial flows module Monitors payments of final beneficiaries Monitors project related earnings Cross-checks expenditures with central bank Generates cost claims, DG16 flat files Monitors the whole process of community & national contribution to final beneficiary with right to intervene

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 6 Paying Authority Enters financial correction data Monitors accounts (CSF, OP) Cross-checks data regarding payments made by the Commission with central bank via flat-files Manages audit results, responses of parties involved & follow-up actions Monitors audits by other authorities

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 7 Financial Control Monitors audits Follows up on actions and recommendations Applied to every level of the system (from CSF level to individual contract and single invoice)

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 8 Contents of the MIS Common functionality Independence from: –Structural fund –Operational program –Implementing authority Common “core” data (system tables) Customizable access menus & data

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 9 Planning Monitors (structure & content) of: –The entire CSF & CI –All operational programs –Priority axes –Program complement (measures, final beneficiaries, eligible costs, eligibility dates - automatically checked by system)

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 10 Project Implementation Monitors project implementation procedures –Project approval –Project modification

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 11 Project/subproject Monitoring Monitors –Projects –Subprojects (legal contracts) Update mechanism –Monthly (financial data) –Quarterly (financial & physical progress data) Forecasts (expenditures & earnings) Links to external data sources (consultants, etc.)

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 12 Financial Flows Expenditure declarations Commission payments Account monitoring –Structural fund –Operational program

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 13 Financial Control Monitoring of audits: –Scheduled –Ad-hoc Records recommendations & follow-up actions Complete tree-like structure (from CSF to single invoice) Generates financial correction orders

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 14 Monitoring Committees Monitoring committees: –CSF –Operational programs Meetings/quorum Members/roles Decisions/follow-up actions

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 15 “Core” Data System Tables System tables –Coding –Central management Common tables shared between modules Special access privileges

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 16 Data Collection Procedures Mandatory input on monthly & quarterly basis Dual layer for: data input and validation Web-enabled application interface Electronic data exchange via.txt,.xls,.mdb files Benefits: timely, “valid” data collection

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 17 Problems & Solutions Problem causes –Introduction of common terminology –Interpretation difficulties –User acceptance (age, background) Solutions –Continuous support –Help desk –Web dissemination info

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 18 Data Exchange with DGXVI Adoption of common coding Format tested and validated for CSFII Real data exchanged (testing purposes) Flat file format regarding: –monitoring information (MO) –request for payment (DP) –payments made by the Commission (RE)

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 19 Data Exchange with DGXVI Monitoring information (MO) –the proposed plan –the decided plan –the working plan –the national budgeted plan –the actual expenditure plan –the physical indicator plan

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 20 Data Exchange with DGXVI Request for payment (DP) –Request for payment (type of payment and amount) –The certified expenditure plan (amounts that have been certified by the competent authorities)

WG Meeting, Brussels 22-23/6/2000 MIS - GreeceSlide: 21 Data Exchange with DGXVI Payments made by the Commission (RE) –General banking data –Detailed data amounts per fund