1. EAMR - External Assistance Management Report -

2. Agenda What is EAMR? What is an EAMR delegation?
Control Pyramid and SPP Cycle
Access
Permissions
Welcome page
Search
Roles
Fill in
Reporting
Head of Delegation
Print your EAMR
In this course, we will see how to access the EAMR tool, how to fill in the report and sign it after it is marked as finished.

3. What is EAMR? Who uses it? How does it work? What is EAMR? A report:
Management report
Accountability report
Who uses it?
EU Delegations to Headquarters once a year (until the 31st of January)
How does it work?
Via an online tool with links to CRIS via Data Warehouse, which:
Allows registration
Allows the signature of the report by the HoD, and
Allows the PDF generation of the report
It is a management report: on the progress made in the implementation of EU policy and priorities in the execution of the related programmes and projects
It is an accountability report: statement of assurance signed by the Heads of Delegations on the management of the funds.

4. Not necessarily 'Delegation in charge' in CRIS!
Who reports on what?
Types of EAMR delegations:
National delegations (for example Malawi)
Regional delegations (for example Nicaragua, 'mother delegation' for Costa Rica, and Honduras as regional offices)
Regionalised delegations (regional offices in the above example)
Not necessarily 'Delegation in charge' in CRIS!
An EAMR Delegation is a delegation that submits its own EAMR for a given EAMR exercise.
National delegation: fills in the report and signs it (for example Malawi) Regional delegation (for example Nicaragua, heading the delegations from Costa Rica, Panama, Guatemala and Honduras as regional offices)
fills in its own report and signs it
is accountable for and signs the reports of the regional offices
Regionalised delegations (in the example above Costa Rica, Panama, Guatemala and Honduras) fill in their own report, but the regional delegation (Nicaragua) is accountable for the completeness of the report and signs it.
Not necessarily 'Delegation in charge' in CRIS! For instance Cuba is not a 'Delegation in charge' in CRIS but it is a zone benefitting from the action, but it submits however an EAMR, which is signed by its delegation-mother, in this case the Dominican Republic.

5. Control pyramid meets the SPP cycle SUB-DELEGATION OF RESPONSIBILITIES
ACCOUNTABILITY – DAS
Level
DEVCO/NEAR
DIRECTORATES
DELEGATIONS
Planning MP
MP DIRECTORATES
MP DELEGATIONS
Reporting
AAR
SDAO
(EAMR HQ)
EAMR

6. Permissions
Manually granted to you by your USM/LPM or by the DEVCO APPLICATION Support team
ENCOD: CRIS - EAM - ENCOD - DELG – delegation code
REVIEW: CRIS - EAM - REVIEW - DELG – delegation code
HEADOF: CRIS - EAM - HEADOF - DELG – delegation code
For example, the permission needed by a Head of Delegation is:
CRIS / Entity: EAM - EAMR
Role: HEADOF - Head of Delegation
Constraint code: DELG – Delegation
Constraint value: XX – country code

7. Access Intranet left menu – Delegations>EAMR
Intranet right menu DEVCO tools>EAMR
You have two possibilities to access the EAMR application:
1. Open the 'Delegations' item in the left menu and select EAMR:
The following page opens:
Click on the Connect to the application link or
2. In the right navigation menu select DEVCO tools/ EAMR. You will have direct access to the application:
The first time you use ECAS, please indicate where you work, by selecting the correct domain. Then click on « Remember my choice » in order to save your selection.
In the ECAS login screen, you need to enter your 7-letter login that you use for CRIS and your ECAS password.
Icon
Please note that Heads of Delegation need to access EAMR (and CRIS) using their EEAS login and ECAS password, and not the Commission domain. Please make sure you select the correct domain!

8. Login Enter your EC e-mail address
Click "Next" and enter your password
Heads of Delegation need to access EAMR using their EEAS address and ECAS password!

9. Welcome Page Click on My EAMR Displayed above: language + login + role
When you enter the application, this is what you see.

10. Welcome page View delegations according to permissions
Regional permissions = regional + regionalized reports
Regionalized permissions = regionalized reports
Depending on the permissions you have in the application, you will have access to either one unique delegation or an entire group.
When a DEVCO staff member of a regional delegation accesses EAMR, (s)he will be able to access not only the own delegation report, but also the reports of the regionalised delegations, provided he has the right access permissions.
However, a DEVCO staff member in a regionalised delegation will only have access to the report of her/his own delegation.

11. Search for a Final Report
Staff at Headquarters: Final report>Search – finalized reports:
Finalised reports can be searched by delegation or by exercise:
This, for example, is the report established by the Delegation in Argentina for the last 4 exercises, and its annexes. Clicking on the link will open the report or the annex concerned. Click on the pdf icon next to the repor to open it, or to the white icons next to the annexes for the annexes.

12. Open / Save the Report
To open/save the report or one of the annexes, click on the PDF icon
and on icons next to each annex:
This, for example, is the report established by the Delegation in Argentina and its annexes. Clicking on the link will open the report or the annex concerned.

13. Roles Views draft and finalized reports CONSULT
Enters information (all sections)
ENCOD
Verifies entered information
(all sections)
REVIEW
The consultation profile is granted only to USMs. It allows them to view the draft and finalised EAMR reports for the Delegations depending on their Directorate.
Staff at HQ and in delegations have read-only access by default to the finalized EAMR reports.
Three main roles can be involved in the process of the EAMR. First, the Data Entry Agent (ENCOD) enters the information in the application.
When he has finished his job, he marks the section, and it can be verified by the Reviewer, who will in turn mark it as validated.
Finally the Head of Delegation in person has to validate the information.
A minimum of 2 roles, the Head of Delegation and one other, is essential.
Responsibilities:
ENCOD: Delegation user who fills in the initial values in all sections and does an initial review and acceptance of the values given.
REVIEW: Delegation user responsible for verifying the values entered by ENCOD in all sections and for changing/completing some of the values where necessary. He/she is also able to reject the values given by ENCOD who in this case will have to update and revise them.
HEADOF: Head of delegation, responsible for the final version of the EAMR report reviews the report's final content, ensures that the information is reliable, complete and accurate
marks all sections as finalized, gives a global assessment (an orange or green light) and a free-text assessment to the groups of indicators from the 'KPI summary' tab in section 8
adds a comment on the 'DERL01 Deviations and prior approvals by delegation' annex in section 8 signs the 'Statement of assurance' in section 8.
Verifies and enters information
(all sections)
Signs the report
HEAD of DELEGATION

14. My EAMR Nine sections need to be filled in
Section 8, Statement of Assurance, can only be filled in by the Head of Delegation
Section 9 includes all the documents to be attached to the EAMR
The Projects list contains all operationally active decisions & contracts (not linked to CRIS decisions-projects)

15. My EAMR
Mark: mark a section as finalised, once all its tabs are filled in
Status: status of the section: Finalized, if it was marked as such
Last update: when the section in question was last updated and by whom
Last user: the login of the user who last updated the section .

16. Fill in the sections
To start entering data for a section, click on its title:
For each section, a number of tabs must be filled in: Questions, KPIs (Key Performance Indicators) or Indicators (or others)

17. Questions
For questions, enter your free text answers or tick the Yes/No buttons
In some cases, there can also be drop-down lists

18. Validating information
Save/Mark/Unmark
1. The information is automatically saved on closing the pop-up
2. To validate the information in a section, it as finalized
3. The next role can Unmark the section and send it for correction
Save/Mark/Unmark information
Save
Information is automatically saved when closing the pop-up. CLOSING THE POP-UP WILL NOT FINALISE THE COMPLETION OF THE EAMR. Note that two users in the same delegation may work in the same section at once – a warning message is displayed in this case and users may choose whether to continue the modifications of their colleagues or discard them.
The system will then save the record and a green confirmation message is displayed.
If you try to insert an incorrect value or if mandatory information is missing, a red blocking message will appear.
Mark as finished / unmark
As soon as you have finished registering a complete section (all tabs), each user having a role (ENCOD, REVIEW and HEADOF) must "MARK" the section as finalized in order to approve the information that has been registered. Use the 'Mark' button available next to each section in the top part of the screen.
If ENCOD "marks" a specific section as finished, this means that ENCOD no longer has the possibility to make changes in that section. However, the user acting as REVIEW may "Unmark" it, if s/he requires the ENCOD to change any information.
Once REVIEW "marks" a section as finished, ENCOD no longer has the possibility to make changes in that section. The HEADOF, however, can add / modify any data, and can still "Unmark" the section to send it back to REVIEW for modifications.
Completing the whole report means that all sections were filled in and marked as finalized!

19. Indicators
Indicator = quantitative measurement of a specific aspect of the execution of the project/programme
Types of indicators:
Key Performance Indicators (KPIs) – benchmarked
Other indicators – no benchmark
Indicators Glossary: full description, accessible via:
the help icon next to each indicator
the help button available in any section
An indicator is a quantitative measurement of a specific aspect of the organisation's activities treated as indicative of the level of performance and quality in a larger area.
Key performance indicators
Key performance indicators (KPIs) are universal and clear indicators of performance in a particular area.
For example, were a Delegation to pay more than half of its invoices at least a month late, that would be a unambiguous indication of more general management problems. Hence, the "Payment Period" indicator is a KPI.
Some indicators apply only to certain delegations: in these cases, this is specified next to the indicator. In such a case, no input is necessary from the delegation.
Indicators
Performance indicators (PIs) are indicators which bring additional information on the implementation of external aid development projects. Unlike the KPIs, they cannot always be measured and quantified.
For example, the fact that a Delegation has a higher number of budget support contracts compared to another Delegation means they face different risks and problems, e.g. for financial forecasts, but says nothing about their relative performance: the "Budget Support as a % of Contracted Amounts" is not a KPI.
Internal Control Standards KPIs
ICS in the Commission
Internal control is the measures that management and all staff take to ensure that:
operational activities are effective and efficient;
legal and regulatory requirements are met;
financial and other management reporting is reliable;
assets and information are safeguarded.
Effective and efficient internal control is essential to any organization. To assist the Directorates General in implementing internal controls, the Commission, as a part of the White Paper Reform in 2000 adopted its own Internal Control Standards. Those Standards were further revised in 2007.
The standards are grouped into six categories:
Mission and Values
Human Resources
Planning and Risk Management
Operations and Control Activities
Information and Financial Reporting
Evaluation and Audit
ICS in the EAMR
There is an EAMR KPI for each of the six ICS groups, to assess the Delegation’s implementation of the group's standards and its effectiveness. These indicators can be found in the section 5 - Controls, under the 'Internal Control Standards KPIs' tab.
For each standard the Delegation specifies whether the standard was fully, partially or not implemented; and whether it was fully, partially or not effective.
The KPI score is the number of standards in the group that were fully implemented and partially or fully effective. Note that a standard that was not implemented cannot be even partially effective.
A guide for assessing compliance / implementation and effectiveness is provided on DG Budget's website:
The control standards are defined in detail in the Indicator glossary, which also provides a guide to determining to what extent a standard has been implemented, and how effectively.
Indicators on projects data
Notes on Project data
There are four indicators in the 2013 EAMR that are based on project information: KPIs 5 and 6 (traffic lights), KPI 18 (project visits), I 5 (communication plan).
EAMR indicators define a project as either a CRIS Project linked to the CRIS Decision, or a contract of 750k EUR managed by the delegation and linked to a decision managed by Headquarters.
Indicator data for CRIS Projects can be extracted from the Project's implementation report, but this does not exist for CRIS Contracts.
To deal with this problem and in order to provide a single easy-to-use source of project data, the 2013 EAMR provides a Projects and Contracts Table. This is a section of the EAMR system containing an input form that lists all the Delegation's projects and allows the user to encode or correct the project information used to calculate the indicators.
For a complete description of each KPI, please consult the Indicators Glossary.
The Projects Table
The values of the four EAMR project indicators depend completely on the contents of this table, which is part of the EAMR system. For contracts, the table is the only place where the information can be encoded, as it cannot be added in CRIS.
For CRIS projects, any information already encoded in the CRIS Project module is imported automatically and does not need to be re-encoded.
The imported CRIS Project data can be corrected, and missing Project data can be completed in the EAMR. The list of transactions itself cannot be modified: projects and contracts cannot be added or removed. Note that the system will display provisional values for the project indicators even before the table is completely encoded. These provisional values are not to be relied on. The table must be completed in order to sign the EAMR.
The indicators content and formulas are fully described in the Indicators Glossary, accessible through:
the help icon , or
the help button available in any section.

20. Internal Control Standards (ICS)
The EEAS fills in a survey
Internal Control Standards are imported from this EEAS survey – the values coming from the survey are not modifiable in EAMR
The final KPI value is computed based on the information that has been filled in – the indicators that are not filled in the survey are not taken into account

21. KPIs Calculation Provided by user: (figure, YES/NO etc.):
Automatically extracted:
Value from user and data extracted: final value computed by system
Below each indicator, a Comment box allows you to comment on the indicator's value. This comment is mandatory if the final value of the indicator is outside the benchmark (and it has an orange warning light).
Where applicable, comments are made on the situation at the end of the reporting period, the evolution during the reporting period, and the evolution since the beginning of the programming period.
1. Indicators to be filled in directly by the delegation user
The user must provide a value (amount, figure, or YES/NO answer). The indicator value will be retained as such, there is no further calculation done.
Example:
2. Indicators to be filled in by the delegation user and then calculated by the system
Based on data taken from CRIS and/or on input from the user, the system calculates the final value, which is often a percentage. Several cases are possible:
a. All elements are filled in by the user
Example: The user is requested to insert two values: the 'Amount to be committed (RAE)' and the amount of the 'National Indicative Programme'. As soon as the amounts are inserted and you click elsewhere on the screen, the system compares the two values and calculates the result in a percentage automatically:
b. Some elements are filled in by the user and the others are taken from CRIS
Example: The system uses data extracted from CRIS. This data is greyed out and the user cannot modify it. For example, for KPI 1 from section 1, the user must provide the amount of the initial forecast, the system retrieves the actual situation and it calculates the execution rate. Depending on the delegation and on the financing sources (Budget/EDF or both), the information is separated on Budget and EDF operations:
3. Indicators automatically calculated by the system
In this case no input is necessary from the user. The system takes data from CRIS and it calculates the final value.
Example: The percentage of the contracts from the delegation portfolio is automatically calculated based on the data taken from CRIS:

22. KPIs Benchmarks and flags
KPIs are benchmarked (specific to each EAMR exercise):
within the benchmark, it receives a green light
outside the benchmark, it receives an orange warning light
In Section 3, KPI 5, 6 and 8 and indicator 5 are automatically calculated based on the information included in the "Projects" section of the EAMR application. This information is retrieved from the Measure/Project module of CRIS, but it can be completed or modified directly by the EAMR user in the Projects section of the online EAMR.
For the indicators extracted automatically from CRIS, the delegation can propose a different value than the one suggested by the Data Warehouse - because the delegation considers the value to be incorrect or because data in CRIS is incomplete.
For the new proposed values you must provide a justifying document showing the manual calculation. This document can be attached using the button next to each indicator/KPI. These documents will be displayed in read-only mode in the 'Proposed value justification documents' zone of the section 9 Attached documents.
Note that the Projects table must be filled in/updated first, as it provides information for the automatic calculation of KPI 5 and 6 and I 5 from Section 3 - Implementation and Results and of KPI 18 from Section 5 - Controls!

23. KPIs Summary
Section 8
A summary of the results of all indicators throughout all sections grouped in 3 categories:
Sound Financial Management and Efficient Use of EC Resources
Efficiency of Internal Controls
Efficiency of Audit Systems
The 'KPIs summary' tab automatically displays a summary table of all indicators' results throughout all the sections. The KPIs are grouped in 3 categories, according to the type of performance they measure:
Sound Financial Management and Efficient Use of EC Resources
Efficiency of Internal Controls, and
Efficiency of Audit Systems
It provides a visual overview of the KPIs results: value, flag (orange or green) and benchmark used to calculate the KPI. The KPIs which are not applicable to a certain delegation are displayed are greyed out.
Before signing the statement of assurance, the Head of Delegation is required to analyse the KPI values into details and to provide his/her own assessment of the Delegation's performance for each of the three KPI categories.
The assessment will be a green traffic light if he/she is satisfied with the performance and an orange traffic light if she/he is not satisfied with the performance. In both cases, it is mandatory for the Head of Delegation to comment on the performance achieved by her/his delegation for each KPI category. In case of orange traffic light, it is mandatory for the Head of Delegation to justify the imbalances compared to the benchmarks. When relevant, remedial actions have to be presented. This can be done in the comment below each KPIs category:
Before signing the statement of assurance, the HoD must analyse the KPI results and provide his own assessment of the Delegation's performance per each KPIs category!

24. Projects section
The Projects table provides a snapshot decisions and contracts per delegation (not linked to CRIS decisions, 'EN' commitment) extracted from CRIS:
Type (CTR for the contracts and DEC for decisions)
Reference (CRIS number)
Title (title of the project)
Del (Delegation in charge)
BZ (Zone benefiting from the action)
Value (amount in Euro)
Whether the project is thematic or geographic
Whether budget support was received or not
Status
Information missing on the KPIs KPI 5, 6, 18, 19 and I 5 in CRIS and for contracts (this information does not exist in CRIS) can be entered manually in this section
In the Key Performance Indicators tab you will find data that was calculated automatically by the Data Warehouse or data that you will have to calculate manually.

25. Projects section
This table provides a snapshot of the contracts and projects from CRIS with the following information: Type (CTR for the contracts and PRJ for Project), Reference (CRIS number), Title (title of the contract/project), Del (Delegation in charge), AZ (Zone benefiting from the action) and their value in Euro, whether the project is thematic or geographic and whether or not it received budget support, and its status.
Please note that the list of contracts / projects is automatically retrieved from CRIS. The user cannot add contracts or projects.
For each contract/project, information is taken from CRIS to feed the KPIs 5 and 6 (traffic lights on project implementation), KPI 18 (project visits) and Indicator 5 (project communications plan) from the Measure/Projects module in CRIS.
Nonetheless, if this information is missing in CRIS and for contracts (this information does not exist in CRIS), the user can enter it here. To answer, read the explanations above.
Criteria for including Projects
Only operationally-active DEVCO projects are included, defined as those projects where, at any time during the reporting period, the following are all true:
The Decision is on-going.
The Decision's LMO has not expired.
The project's activity period intersects the reporting period: its start date has been passed, but not its end date.
There is at least one non-audit / evaluation contract linked to the project that is open and within its end date of activity.
Notes:
A project's start date is the start date encoded in the Background information of its Implementation Report, or if this is blank, the earliest start date of activity of all the contracts linked to it (excluding audit and evaluation contracts)
A project's end date is the end date encoded in the Background information of its Implementation Report, or if this is blank the latest end date of activity of all the contracts linked to it (excluding audit and evaluation contracts).
Audit and evaluation contracts are identified by their commitment type (RA), or their type of service (AU or EV).
Audit and evaluation contracts are excluded because they don't form part of the project's operational activities and may continue after the former have ended.
A limitation of the DWH implementation of this definition is that a contract is incorrectly as "open" once it has received an Ordo visa, even though it is only in EG status at this point.
Criteria for including contracts
There are two situations where the CRIS Projects module cannot provide the needed for these indicators.
The contract is an EN contract and has no decision: without a decision there is no CRIS project.
The contract is linked to a decision managed by Headquarters and there is no separate CRIS project managed by the delegation where it could encode the indicator data.
To include a contract these four criteria must all be met:
The contract is a DEVCO contract (based on Entity in Charge)
The contract value (EU contribution) is at least 750,000 EUR.
Either
The contract is an EN commitment and there is no decision.
The decision is managed by Headquarters and the contract is not linked to a project managed by the delegation.
The contract is an EN commitment and there is a decision but it is in EG status.
The contract's activity period intersects the reporting period: at any time during the reporting period:
the contract is on-going (status EC)
the contract's start date has been passed, but not its end date.

26. Projects section For KPI 19, you have to specify if:
An evaluation was foreseen - Yes / No
Contracted - Yes / No
If yes: the contract reference is mandatory

27. Last organization chart of the Delegation
Attached Documents
Mandatory:
Last organization chart of the Delegation
Report on derogations and prior approvals
List of the bank accounts of the Commission
Other documents depending on the delegation
It is here where all the mandatory annexes to the EAMR must be attached. They must be attached before the HoD signs the Statement of assurance.
Last organization chart of the Delegation
Report on derogations and prior approvals (Data warehouse report DERL01B) (parameters: year 2013; delegation name; status: EC+EL) - please note that this report is attached automatically in EAMR once the HoD has provided a justification in the 'Statement of Assurance' section (you do not need to attach it).
List of the bank accounts of the Commission
Capacity Development Mapping (Data warehouse report EAMO03A): separate instructions on how to use this report are attached in annex C.

28. Attached Documents
Click on Add new Annex in order to attach the documents
For the Data Warehouse reports, you must first run and save the reports
The DERL01B report is attached automatically once the HoD has provided a justification in the 'Statement of Assurance' section

29. Head of Delegation Access using the EEAS e-mail
Empowerment is not allowed!
Reviews the final content of the report
Ensures information is reliable, complete and accurate
Marks all sections as finalized
Gives a global assessment light + free-text assessment to the 'KPI summary'
Provides a comment on the 'DERL01B' report in section 8
Signs the 'Statement of assurance' in section 8
Access through ECAS should be made using the EEAS domain, and not the Commission Domain
He is not allowed to delegate this to someone else through an empowerment. In case of absence, the Head of the Geographical direction will sign the report on his behalf.

30. Statement of Assurance
Regional delegations
Chargé d’affaires of Regionalised Delegation 1
Head of Regional delegation
Chargé d’affaires of Regionalised Delegation 2
Please note that, for Regional Delegations, the Head of the Regional Delegation should only mark as finished the Sections of a Regionalised Delegation's EAMR, once the chargé d'affaires of the Regionalised delegation has indicated that he or she is satisfied with the contents. 
If it it not the case, the Head of the Regional Delegation will receive a blocking message.
Be aware that the chargé d'affaires of the regionalised delegation could well not have access to the EAMR, and in this case he would be dependent on another user to print the draft report for him.

31. Statement of Assurance
KPIs Summary: Global assessment
The Head of Delegation analyses the KPIs results and provides a green/orange light for the Delegation's performance for each KPI category:
In both cases, the HoD must provide a comment on the performance achieved by the delegation for each KPI category
For an orange light, the HoD must:
Justify the imbalances compared to the benchmarks
Describe remedial actions

32. Statement of Assurance
Questions
Weaknesses on the internal management and control systems
Click on the New button and fill in the empty columns
The comment will automatically appear on the cover page of the annex. Without these comments, it will be impossible for the Head of Delegations to sign the EAMR.
Before entering a weakness: dialogue with HQ (confirmation) ~ reserve
In the comment box, the HoD must comment on the "Deviations and prior approvals" report

33. Statement of Assurance
Signature
Can only be signed if:
All sections were filled in and marked as finalized by all persons in charge
The HoD gave a global assessment flag for all KPIs results in section 8
The HOD commented on the 'Deviation and Prior approvals' report
All the mandatory annexes have been attached in section 9
The comment will automatically appear on the cover page of the annex. Without these comments, it will be impossible for the Head of Delegations to sign the EAMR.
Finally, when all sections have been validated, the Head of Delegation has to fill in and sign the Statement of Assurance.
He can, if needed, mention the weaknesses identified in the text field.

34. Printing your EAMR
After the signature of the Statement of assurance, you can view, print, or save the final PDF version of the EAMR report
Click the Print button in any section of the application
The report will be automatically printed
The mention FINAL appears on the cover page of the report
After all sections were completed and marked as finalized and the Head of Delegation signed the Statement of assurance, you can view, print or save the final PDF version of the EAMR report.
This can be done by clicking on the Print button in any section of the application. The final version of the EAMR report will be generated and displayed. The mention FINAL appears on the cover page of the report.
If your report has not yet been signed by the Head of Delegation, the mention DRAFT will appear on the document.

35. Thank you!