1. NEPSI Reporting Task Force’s Tasks

2. Select the appropriate contractor Customised Mapping
Prepare and send the EC grant request 
Prepare a list of essential system / contract features 
Prepare a list of project deliverables (Reporting system in 23 languages, presentation of the tool to the Council, guidance for use) 
Prepare guidance to be embedded in the software (use of the software and information to report) Ongoing
Arrange translation of software and guidance
Determine and organise training needed
Check within sectors for specific reporting issues Today
Define and organise communication strategy
… and develop a software meeting SDA requirements and signatory associations’ structures

3. NEPSI Software Project Timetable

4. The deadline has already expired, but Customised Mapping is working on other features until the NEPSI TF approval (see next slides).

5. Translations: NEPSI Software and related documents

6. Reactivation of Translators’ Network
Start
BU - Bulgar
CS - Czech
DA - Danish
DE - Germ.
ET - Eston.
EL - Greek
EN - Englis
Annex III - Reporting Format
Now
IMA
done
NEPSI Reporting System Guidance ? x
NEPSI Reporting System Instructions
Agreement and Good Practice Guide
2008
ES - Spanish
FR - French
GA - Irish
IT - Italian
LV - Latvian
LT - Lithuan.
HU - Hungari.
MT - Maltese
NL - Dutch
done x
PL - Polish
PT - Portug.
RO - Roman.
SK - Slovak
SL - Slovene
FI - Finnish
SV - Swedish
done
UEPG x x
Subcontracted
Translators’ Network

7. The network of translation validators used for the Agreement and GPG needs to be reactivated.
TASK: Translate reporting system instructions for site and company level (online, directly into the software, short words and sentences)
START: 28 September 2007, can be made progressively.
FINISH: 20 November 2007
An explanation will be sent to NEPSI signatories’ secretariats on MONDAY 17 SEPTEMBER, including a list of previous contacts and contacts already found. NEPSI secretariats to contact volunteers themselves. State of affairs and launch of second call on FRIDAY 21 SEPTEMBER.

8. Progress on Reporting Software

9. Company (national legal entity) European Sector Level (IMA-Europe)
National Language
English
Info available to Unions through NEPSI Council
Site
Company (national legal entity)
National sector level
European Sector Level (IMA-Europe)
NEPSI Council
Cc: Group Company OR
Reporting consolidation still under
discussion
Filling in
May be delegated to higher levels
Automatic consolidation process
At each level, access to consolidated report and individual reports from members / sites (1 level below)
Deadline for filling in:
01/04/08
Finalised:
01/04/08
Finalised:
01/05/08
Finalised:
15/05/08
NEPSI Council meets:
17-18/06/08

10. NEPSI Reporting Data Flow: Basic Enrolment Chain
Reporting data flow and access to data
NEPSI Reporting Data Flow: Basic Enrolment Chain
Invitation (system enrolment request) Process
Access Rights
Reports Issued

11. Customised Mapping System POSSIBILITIES
Public
National Authorities EC
NEPSI Council
ISSUES
NEPSI Council Executive Summary
NEPSI Council Summary report
NEPSI Secretariat
Defines and INVITES
EU Sector Associations
Define and INVITE
Member National Sector Associations
Member Companies
Sites
FILL IN REPORT
NEPSI
EU Sector Associations
Member National Sector Associations
Member Companies
Analyst reports
Ad hoc, flexible, can be produced by an analyst (DB management) +
NOT COSTED
System reports
Based on the consolidation of site data at all stages, according to ownership (invitation) chain
Customised Mapping System
POSSIBILITIES

12. Invitations / System enrolment requests
1. Each hierarchical tier is responsible for the tier below it:
Enrolment of users at NEPSI, EU Sector, National Sector and Company levels
Entering of site data at Site level
Possibility for “bulk enrolment”: import of a previously generated list of
addresses.
2. The system depends upon a knowledge by each tier of the entities immediately below it
For a Site to be created there must be an EU Sector, a National Sector and a Company somewhere in the ownership chain
► Each EU sector association should enquire on where levels might be skipped, (e.g. direct company member).
► For direct entering of site data by levels above site, all levels must still be created.
3. Options: review requests, issue reminders, editable list of previous invitation recipients, incorrectly completed site questionnaires may be unlocked by any tier above it (proxy rights required).

13. Consolidation procedure:
Enrolment procedure:
Definition of the entities in the level immediately beneath (e.g. at EU Sector level, enter name of national sector association, sector, country, address of the contact).
Invitation (system enrolment requests) of defined entities (further users down the enrolment chain) by automatic generation of an and unique hyperlink for recipient, leading to the switchboard for his level and allowing him to define and invite users further down.
Security: Unique code for identification included in hyperlink, password required.
Consolidation procedure:
A (reporting) chain is formed of the different links/nodes enrolled from NEPSI to site. Consolidated reports are ownership-based i.e. consolidation up the invitation chain created from NEPSI to site.

14. Reporting data flow and access to data Issues identified
 Any node can only have ONE parent
In a company :
Site 1 and site 2 may belong to different sectors
Site 1 may have an extractive and a manufacturing activity. In this case site 1 should be regarded as 2 sites belonging to 2 different sectors
In these cases, the “company” node will have two parent national associations
And a national association :
May be a member of several sectors at EU level
The “national association” node will have two parent EU associations

15. Reporting data flow and access to data Issues identified
Consolidated reports are ownership-based i.e consolidation up the invitation chain created from NEPSI to site.
This feature and the fact that any node can only have one parent results in the impossibility for one site report to be consolidated up multiple chains

16. Reporting data flow and access to data Issues identified
Example:
NEPSI
IMA-Europe
UEPG
Chain 1
Group Comp 1
Chain 2
UK Association
Chain 3
Company 3 (UK)
Site 3
Site 4

17. Reporting data flow and access to data Possible solution
 Reminder: For a Site to be created there must be an EU Sector, a National Sector and a Company somewhere in the ownership chain
Current node types and status:
NEPSI
Mandatory
EU Sector
National Sector
Group Company
Optional
Company
Site

18. Reporting data flow and access to data Possible solution
Proposed node types and status:
NEPSI
Mandatory
EU Sector
National Sector
Optional
Group Company
Company
Site
We cannot have National Sector node AND Group Company node… let’s have one OR the other, which corresponds to our EU associations’ structure…

19. Reporting data flow and access to data Possible solution
A meeting between the NEPSI reporting Task Force and the contractor will be arranged to discuss all problematic issues (in the UK).
See mail sent on 14 September by IMA-Europe: meeting to be held between 1 and 5 October in London

20. Actions for NEPSI Signatories’ Secretariats
If not yet done, send list of national NEPSI Contacts (received: BIBM, CAEF, CEEMET, CEMBUREAU, CERAME-UNIE, EUROMINES, UEPG)
Once presentation on reporting received, check for internal specific reporting issues
Re-activate Translators’ Network and find replacements if needed
If not yet done, reply to IMA-Europe 31 August mail on Budget issues
A written summary of the meeting will be sent on Monday, 17 September. All participants in the meeting have agreed to send identified reporting issues to the NEPSI Secretariat by the beginning of next week. These will be compiled and forwarded to Customised Mapping. Additional contributions welcome

21. Conclusion
The system must be flexible enough to easily allow consolidation of site reports in line with the Agreement and signatories’organisation.
The system can not be too flexible as it must allow to:
Preserve data integrity
Avoid duplication
Ensure data confidentiality
Ensure robust and correct automated reports (outcomes)