1. The ROM Module Results-Oriented Monitoring Introduction Brussels 16 August 2018

2. Structure of the presentation - The ROM module: context and purpose - Users of the ROM module, access and permissions - ROM Workplan: description of the process, demo - ROM Missions: description of the process, demo - Resources - Discussion

3. The Results-oriented Monitoring (ROM) system is implemented by external contractors and experts and supports the EC services in HQ and Delegations in their project monitoring and reporting functions.
The ROM application reflects the process described in the ROM handbook.
The latest version of the ROM Handbook (click to view) is dated January 2017 and is available in English only on MyDEVCO.
The ROM handbook is updated based on lessons learned from implementation of ROM services and based on operational needs.

4. The ROM module supports process and document management for
ROM services include:
ROM Reviews - Sector expert views to OM in delegations and HQ on the performance of on-going projects/programmes with recommendations on improvements or corrections needed
ROM support to results reporting - Expert support to OM in delegations and HQ in the consolidating results information of projects/programmes. Same contractors but different work stream.
The ROM module supports process and document management for
ROM Reviews
For any questions on ROM results, please use to the functional mailbox DEVCO EU results

5. https://webgate.ec.europa.eu/europeaid/rom
The ROM module
is fully compliant with provisions of the monitoring and reporting reform (such as deadlines, roles and responsibilities, templates) detailed in the ROM Handbook
is integrated with existing IT applications and can be easily integrated with future ones, including OPSYS
Can be accessed through the Commission intranet My Intracomm> My DG > Quick links, DEVCO tools > ROM module, using Mozilla Firefox or Google Chrome
Or directly through this link
The ROM module replaces the ROM module on CRIS which could not be used any longer for a number of reasons
The ROM reform introduced new templates and spaces for response by European Commission services
CRIS will be phased out and it was not possible to develop new functionalities
Access to CRIS information by ROM contractors had to be managed better

6. The ROM module
Allows to create a ROM review work plan based on EAMR information
Allows to manage ROM reviews on Trust Fund projects
Makes CRIS info for P/P to be reviewed available to ROM contractors
Improves information and knowledge management (search function)
Can be accessed using Firefox or Chrome at the following location:
My Intracomm  My DG  Quick links  DEVCO tools  ROM module
The ROM module supports the production of consolidated reports
EC staff can comment on draft and final reports by contractors/experts
Contractors/experts receive comments by EC services through the module
EC staff use the recommendations by the experts for a follow-up plan
The search function is based on ROM and project information as well as on the content of the ROM reports
ROM reviews on Trust Fund projects are identified with ABAC information, then the data is manually encoded by HQ Trust Fund teams

7. Note: ROM is linked with the EVAL module which shows reviews for Projects and Programmes
to be evaluated

8. Users of the ROM module Type of users: EC services
ROM Coordination unit (DEVCO 04)
ROM Coordinators (1 per lot in HQ)
ROM Focal Points (EC HQ and EU Del)
Operational Managers (EC HQ / EU Del)
All staff can search ROM reports
External
ROM Contractors (5)
Quality Assurance Contractor
ROM lots
Lot 1/6 Neighbourhood, Western Balkans and Turkey
Lot 2 Africa and intra-ACP
Lot 3 Asia and Pacific
Lot 4 Latin America and Caribbean
Lot 5 Centrally managed thematic projects
ROM Coordinators
Lot 1/6 Petra SCHLUETER
Lot use the functional mailbox DEVCO D ROM
Lot Guy JANAWAY
Lot Konstantinos BERDOS
Lot Efterpi VERIGAKI
Further info on the roles can be found in the handbook chapter 2.

9. Access and permissions
When Operational Managers are away, the Focal Point can act as backup.
Access and permissions
Operational Managers in ROM = GESTOPE in CRIS
Keep always CRIS up-to-date when people change position
Every night OMs in ROM are updated according to CRIS (except for projects financed through Trust Funds, where the OMs must be encoded manually by technical support)
Focal Points (also acting as backup of Operational Managers)
Permissions must be requested to DEVCO APPLICATION SUPPORT
Head of Unit / Head of Cooperation
If your Head of Unit / HoC changed and cannot access the module, just inform DEVCO APPLICATION SUPPORT or NEAR APPLICATION SUPPORT
For Trust Fund pro

10. Resources and Support ROM Handbook (on methodology)
Knowledge base / release notes
Illustrated user manuals by role
E-learning videos
Training
DEVCO APPLICATION SUPPORT (for IT technical assistance)
NEAR APPLICATION SUPPORT (for IT technical assistance)
DEVCO 04 ROM functional mailbox (for questions on methodology and suggestions for improvement)

11. Deadlines are not blocking
ROM Workplan
Deadlines are not blocking

12. Deadlines for comments to draft & final reports are blocking
Missions ROM
Deadlines for comments to draft & final reports are blocking

13. Thank you!