1. DECISIONS & Measure/Projects
DEVCO.R.4.
Information Technology
February 20th, 2018

2. Agenda Day 2 Introduction QSG Procedure Break Global Commitments
Decision
Project
Lunch
The on-going Decision and its Riders
EDF Peculiarities
Exercises

3. CRIS and the Project Cycle

4. CRIS Modules Budgetary L1 commitment= Global Commitment
This slide contains animations
Click 1: PRG - Programming: The Programming module is the top of the pyramid. It results in different other entities in CRIS
Click 2: Linked to the Programming documents, we have a PRJ – Project where we record the operational data of the decision. By establishing this link, we are able to follow up on how the Programming (set up for different years) is being executed.
Click 3: The Project serves as the link between the Programming and the DEC - Decision module.
Click 4 : By using one or several contracting procedures (such as Call for tender / Call for proposals / FWC) we are able to find the contractor needed to execute the project.
Click 5 : One contract result in one or several payments. They are recorded in the CRIS Invoices module
Click 6 : Idem
Click 7: It may be that we paid a contractor too much and that some money needs to be recovered (paid back to us). This is recorded in the CRIS Recovery Orders module.
Budgetary L2 commitment= Individual Commitment

5. Financial information
Operational information
Accounting information
Information transferred to ABAC

6. QSG Procedure

7. iQSG Workflow outside of CRIS!
Programming Module
Long-term Strategy Documents
Country Strategy Papers (CSPs)
National Indicative Programs (NIPs)
Multi-Annual Indicative Programs (MIPs)
Regional Indicative Programs (RIPs)
… ….
The data entry exercise must be based on a print-out of a real-life action fiche.
Instructions for the trainer: Make sure you highlight the key sections / elements of the action fiche which are reflected in CRIS fields:
Context
Title + CRIS reference number
Total cost
Budget Management type
Financing mode
DAC-code
Budget structure: Analytical breakdown (Final version)
iQSG Workflow outside of CRIS!

8. Overview of QSG Procedure
PROGRAMMING
IDENTIFICATION
FORMULATION FINANCING
IMPLEMENTATION
AAP
CSP
IAD AD FA
+TAP
Documents
MIP
NIP
RIP
IAD AD FA
+TAP
IAD AD FA
La décision adoptant le PAA constitue en même temps la décision de financement requise par le règlement financier pour financer une action sur les ressources du Budget ou du FED. En outre, en ce qui concerne les subventions en gestion directe, cette décision constitue également le programme de travail en matière de subventions requis par le règlement financier (articles 128, paragraphe 1, du règlement financier et 188, paragraphe 1, des règles d'application).
Comitologie
EEAS
DEVCO MS
QSG1
QSG2
ISC
MS/EDF Committee
EP & COM
IT Applications
ABAC
CRIS

9. CRIS Decision Versus Financing Decision
Identification Fiche: several approaches are still available for the action
Action Fiche: only one approach has been selected
3 Provisional
CRIS Decisions
1 Financing Decision
by the College of Commissioners
1 SG Vista Reference
3 On-going
CRIS Decisions

10. Initial Action Document
Identification phase
Formulation Phase
Initial Action Document
Action Document
Lien :

11. Global Commitments

12. Financing Agreement (FA)
Commitment Types
Financing Agreement (FA)
No FA
Decision
Level-1 Budgetary Commitment
Global commitment GF GN SD
(fictitious)
Contract
Level-2
Budgetary Commitment
Individual commitment RG EN RF

13. Timeline for a GF Commitment
Timeline of a GF Commitment
Financing Decision 21/12/2009
FDC FA 31/12/2010
FDC ILC 16/06/2013
FDI FA / DLE 16/06/2016
Authorising Officer signs 22/12/2009
Beneficiary country signs 16/06/2010
LMO / EOI 16/06/2014
Period for signing FA
N+1
Period for executing FA
Period for signing
contracts
= 36 months
Implementation period
= 48 months
Closure period
= 24 months
6 months
Only payments

14. Timeline for a GN Commitment
No FDI FA!
Financing Decision 03/08/2011
LMO / EOI 24/08/2013
FDC ILC 31/12/2012
Authorising Officer visa ORDO 25/08/2011
Operational implementation period = 24 months
Period for signing contracts
N+1

15. Final Date for Concluding Financing Agreement Rule: 31/12/n+1
Acronyms
Description
Rules
FDC FA
Final Date for Concluding Financing Agreement
Rule: 31/12/n+1
FDC ILC
Final Date for Concluding Individual Legal Commitment
Rule: D+3 (GF)
Rule N+1 (GN)
DCP FA
Duration of Contractualisation Period Financing Agreement
Rule: D+3
LMO
Limite Mise en Œuvre (FED)
DLE
Date Limite Execution (FED)
Rule: LMO+24mois
EOI
End of Operation Implementation (Budget)
FDI FA
Final Date Implementation Financing Agreement (Budget)
Rule: EIO+24 mois

16. The Decision

17. Creating a CRIS decision2 1 3

18. General Information Tab
Beneficiary country/region of the action ( where the action takes place)
EU Delegation in charge of the decision
Can be different from
E.g: EDF regional project, "hub/mother" delegation …
Empty if the decision is managed at Headquarters
Directorate in charge of the decision at HQ
it depends on and

19. Persons in charge and financial circuit
Actors
Persons in charge and financial circuit
A decision can be initiated in delegation but it can only be finalised at Headquarters (the financial commitment request is always done at HQ by RESPFIN).
Each module in CRIS has its own visa sequence, which usually includes one initiating and one verifying agent from the operational section and their counterpart from the financial section.
GESTFIN = Head of Contracts and Finance in the delegation
Important: RESPCAD, RESPFIN, ORDO, COMPTA & GESTO80: always at HQ
ENCOD, GESTOPE and ENCCAD roles can be performed by the same person !

20. Persons in charge and visa sequence
Status
99 – GESTITF
85 – 86 GESTITF
EC – Ongoing
80 GESTO80
70 COMPTA
EG – Committed
60 ORDO
50 GESTITF
GESTITF
40 RESPFIN
DE – Decided
30 GESTFIN
20 RESPOPE
15 GESTOPE
10 ENCOD
PO – Provisional
Technical visa –final
Technical visas (GF commitment only)
Enters signature dates in IN 000 Rider
Print contracts + anexes + signature
Automatically accounting visa granted 15 minutes after ORDO signs
Approves budgetary commitment
Technical visa = transaction is waiting for ORDO visa in ABAC
Technical visas
Commitment is generated and is displayed in Financial breakdown
Financial Breakdown and IN 000 Rider
Verifies info entered by GESTOPE and send back for correction when necessary
Analytical Breakdown, Allocations, IN 000 Rider, Measure/Project: General Information, Allocations, Implementation report
General Information, Persons in Charge and IN 000 Rider

21. Funds
Analytical breakdown Financial breakdown
Use
Origin

22. Analytical breakdown The amounts in the General Information tab are copied automatically to the Analytical Breakdown
Total amount (1) = (2) + (3)

23. Analytical breakdown EU contribution : allocable
Allocation column: Y= Yes => the amount will be consumed via contracts No
Yes

24.  In the Action Document sub-levels are allocable
Analytical breakdown
 In the Action Document
In CRIS:
Serial Nr 01: Total
Serial Nr 02: Total CE
Serial Nr 03: Bénéficiaire
Also the
sub-levels are allocable 25

25. Analytical breakdown: EDF peculiarity
: Country or region that funds the action.

26. Financial breakdown
Structure of the EU budget Title 19: FPI Title 21: DEVCO Title 22: NEAR

27. Financial breakdown BGUE-B2016-21.050100-C1-DEVCO Fund source
Fund Mngt Area
Fund mngt center
Position in Budget
(information about Type of expenditure + field)
Normal Budget
Financial year

28. Types de Crédit Fund Sources C1: Final appropriations of the exercise
C4: Internal assigned revenue (carried over)- current year (ex: RO revenues)
C5: Internal assigned revenue (carried over)- reported from other years (ex: RO revenues)
C8: Funds committed at level 1 of a previous year (such as C1), currently waiting for commitment level 2 (change from C1 to C8 when switching from year n-1 to n)
Parmi les types de crédits utilisés chez DEVCO pour les crédits dissociés nous avons:
C1: crédits frais pour l'année N, à consommer avant la fin de l'année sinon ils sont redistribués dans le budget général.
C4: recettes des contractants de l'année N, à consommer avant la fin de l'année suivante (N+1)
C5 : recettes des contractants de l'année d'avant (reportées à l'année suivante), a consommer avant l'année en cours (N)
C8 : fond engagés de l'année précédente, en attente de niveau 2 (contrats) : durée de vie selon l'échéance de la décision.
Priorité devco : c5  c1  c4
* C1 – fresh funds of the budgetary year. The payment and commitment credits of the new annual budget
* C3 – commitment funds only from the previous budgetary year carried over after explicit request to and approval from DG BUDG – must be committed before 31/03
* C4 – funds obtained through recovery orders
* C5 – unused C4/C5 funds of the previous year: C5 always needs to be used first, certainly at the beginning of the year !
* C8 – Commitment funds committed on level 1 in the previous year(s) waiting for level 2 commitment
- Payment funds of an administrative commitment of the previous year (n-1)
* C9 – N+2 carry-over of non-differentiated credits (admin budg line)
Attention:
C5 : Should always be used as a priority, certainly at the beginning of the year

29. Financial breakdown
Step 1: Identification of the Budget Line (GESTFIN)
Step 2: Generation of the L-1 Commitment (RESPFIN)
Note:
ABAC reference of the level-1 commitment
Budget: SCR.DEC.xxxxxxx.B20aa
EDF: AID.DEC.yyyyyyy.BFEDF
Posting criteria: mandatory for the EDF and Budget administrative lines

30. Financial breakdown 1 2 3 4 5
Allocated: Amount committed (per position)
Contracted: Amount for which contracts have been signed
Paid: Amount paid under the contract(s) signed
RAC = Reste à Contracter - Amount still available for new Contracs
RAL = Reste à Liquider - Amount left for payments

31. The Project

32. Link with the Programming module

33. No possibility to follow the consumption
Link with the Programming module
No possibility to follow the consumption
The "Amount" field in the GI tab of the project is only necessary for EDF. For Budget decisions the amount is not even open for editing

34. Allocations
If 02. EU contribution has no sub-level in the analytical breakdown, the link is automatic
If 02. EU contribution has sub-levels, user deletes level 02. and adds with the 'New' button all sub-levels available in the AB

35.  In the Project allocations  In the Decision analytical breakdown
It reproduces the Analytical breakdown structure using only allocable items
 In the Decision analytical breakdown

36. Procedure-related question?
DAC Form
DAC = Development Assistance Committee of the OECD
OECD’s terminology
Sectorial Statistics on External Aid
In CRIS: One DAC Form per Project
Multi-projects + Multi-commitments: link each DAC form of each project and the commitments (riders)
Procedure-related question?
 DEVCO DACSTAT

37. Riders

38. CRIS Riders
CRIS common term to address any change to an ongoing decision.
Creating a Rider is similar to creating a new record in the database
Rides are used for:
Substantial adjustements
No-Substantial adjustments

39. Rider Types
IN : not a rider but the original version of the Decision or Contract
AV : (Addendum) for a modification that needs to be signed by both parties
AB : (Budget Adjustment) modification that does not need to be signed by the parties
CA : (Cancellation) it cancels a Decision where no Contracts have been recorded
CL : (Closure) it closes (and de-commits any amount left) the Decision after completion of activities and payments
RE : (Reopening) it reopens the Decision but not the commitment: so as to be able to make modifications in CRIS

40. Creating a new rider
The rider's new/modified data is shown on the right column, while the current decision data is displayed on the left
New activities and increased COM: NEW COM
Old activies/ OLD COM
Only fill in what needs to be changed
duration fields are incremental: should durations need to be extended, add only the difference in months

41. Visa chains * Only when information is sent to ABAC AV AB CA CL ENCOD
GESTOPE
RESPOPE
GESTFIN
RESPFIN
ORDO*
ORDO
COMPTA*
COMPTA
GESTO80
EDF riders may display a SIGNOR visa (equivalent to the ORDO one) for riders which do not send any data to ABAC but still require a subdelegated authorising offircer's autorisation in CRIS (example: DLE date)
* Only when information is sent to ABAC

42. Applying the d + 3 rule FDC ILC/D+3
In Decisions with GF budgetary commitment:
Apply D+3 rule
Exception D + 3 rule
If the D + 3 does not apply, a justification must be provided according to the FR

43. Implementation Report

44. Editable only once the decision is Ongoing (EC)
Implementation Report
Semestral reporting period
Editable only once the decision is Ongoing (EC)

45. Implementation Report
Editable up to 1 month after the end of the reporting period
Reporting periods: start date and end date of PRJ
Following reporting period tab created: 1/01 and 1/07

46. Implementation Report
What kind of info
1. info on disbursement of funds: Contracted + Paid
2. progress of the implementation
3. traffic lights 1 2 3

47. EDF Peculiarities

48. EDF Budgetary Structure
02.10
= National Allocation (NIP)
.10
= Envelope A
.01
= Envelope A – Programmable Aid
.21
= Envelope B
= Envelope B – managed by DEVCO
.30
= Humanitarian and emergency aid
.40
= Debt relief
.50
= Compensation for export instability
.60
= Other shocks with budgetary impact
.20
= Envelope B – managed by ECHO
02.40
= Regional Allocation (RIP)

49. EDF Budget line FEDF-BFEDF-02.10.10.01-11-RCA/GY
Fund center =
Zone financing the action
Budget position =
Financial instrument
FEDF-BFEDF RCA/GY
FEDF-BFEDF BF
Local position =
Managing country
Fund source =
EDF number
EDF
ABAC
CRIS
Local position
Managing country
Fund center
Zone financing
Fund source
Nr FED
Commitment item
Financial Instrument

50. EDF Regional Analytical breakdown
02.01 Country BL: HT enveloppe not allocable (N)
02.02 Regional BL: (RCA): not allocable (N)
Regional BL with country position from regional envelope (RCA/HT ou DO): allocable (Y)
02.99 Unallocated funds from 02 (automatic) 1 2 3 4

51. CRIS terminology What are we talking about ?
Budgetary Commitment : Earmark appropriations on your budget line. Generated in CRIS but the commitment itself is created in ABAC
DECISION’s commitment = Level 1 commitment = global commitment
CONTRACT’s commitment = Level 2 commitment = individual commitment
Financing Decision: a legal act by which the College of Commissioners authorises Commission DGs to implement the budget ( Cfr SG Vista Ref)
CRIS Decision: global commitment (s)– Level 1 commitment (s)
CRIS Project: Operational data linked to a Decision, such as the DAC code, statistical information and the implementation report
Rider :
CRIS Rider: term to address any modification / correction of an on-going entity. Creating a Rider is akin to creating a new record in the database

52. What you need to remember:
Distinction between Decision and Project in CRIS
Link with the Programming module (Project)
Which Financial Instrument ?
What Commitment Type ?
Record info from Identification & Action Document
Operational & Execution Periods
Reporting: DAC Form + Implementation report