How to create Indicators set (EAFRD) and Annual/Final Progress Report (EAFRD)?

Transcription

1 How to create Indicators set (EAFRD) and Annual/Final Progress Report (EAFRD)? Contents of this guide PURPOSE OF THESE FUNCTIONALITIES... 2 REGULATION SOURCE... 2 CONCERNED FUNDS... 2 USER ROLES AND PERMISSION NEEDED... 2 BEFORE YOU START, CHECK THAT... 2 Indicators set Create EAFRD Indicators Get to the EAFRD Indicators section Edit the Indicators set Edit the Indicators Set Adding Documents Adding the officials in charge Validate the Indicators set Sending the Indicators set to the Commission View and Export Set of Indicator tables Create a new version of the EAFRD Indicators dossier...15 a. Validation rules for the EAFRD Indicators set dossier...16 b. Workflow of the EAFRD indicators set dossier...16 Annual (Final) Progress Report Create the Annual/Final Progress Report dossier Get to the Annual/Final Progress Report section Editing the Annual/Final Progress Report Specify the set of indicators linked to the APR Add documents Adding officials in charge Get to the display screen once the edition is finished Validate the Annual/Final Progress Report Sending the Annual/Final Progress Report to the Commission...25 a. Validation rules for the Annual/Final progress Report...26 b. Workflow of the Annual/Final Progress Report in SFC c. Glossary...27 Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the regulations or could be considered as a legal interpretation of the Commission services. Version 2.0 Last revised: 23/03/2011 Page 1

2 Purpose of these functionalities Indicators set: The indicators functionality provides the tools needed to prepare the indicators that will be used in the annual progress report. Annual (Final) Progress Report: This module provides the tool to prepare and send the Annual Progress Report. In order to send this report, all the data requested by the regulations must be encoded using the menus provided as detailed below. Regulation source Indicators set & Annual (Final) Progress Report: Reg 1974/2006 (Annexes VII and VIII) modified by Reg 363/2009 and Reg 482/2009. Concerned Funds Indicators set Annual (Final) Progress Report EAFRD EAFRD User roles and permission needed Member State Managing Authority with Update and Send permissions (MSMA U+S). Before you start, check that The corresponding Operational Programme has at least one version approved by the Commission and its status is "Decision Taken". Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the regulations or could be considered as a legal interpretation of the Commission services. Version 2.0 Last revised: 23/03/2011 Page 2

3 Indicators set if the indicators you entered already in SFC2007 haven t changed, you can skip the entire section and go straight to the Annual Progress Report section (page 18) IMPORTANT REMARK!!! The creation of the Indicators dossier is the first step in the submission of the Annual Progress Report procedure. After having created, validated and sent the indicators dossier to the Commission, you have to create the Annual Progress Report and link the indicators set to it. The Annual Progress report functionality is available under the MONITORING > EAFRD ANNUAL FINAL PROGRESS REPORT> OTHER ANNUAL/FINAL PROGRESS REPORT REQUIREMENTS 1. Create EAFRD Indicators Get to the EAFRD Indicators section. 1. Go to the > > menu. The Search pane appears. 2. Select the option. 3. The create wizard screen appears: Page 3

4 4. Click the button to open the CCI numbers window. Select the CCI of the concerned programme. The TITLE of the programme will automatically appear on the '"Title" field. Select the REPORTING YEAR for which you will enter the Indicators tables. The REPORTING YEAR must be between 2007 and Select the SET of Indicators that you will enter from the drop down list. The possible SET OF INDICATORS to be uploaded are: 6. Click to go to the confirmation step. The next screen is the confirmation screen. 7. Click on to confirm and finish the creation of the Indicators dossier. The message " " will be displayed on the upper part of the screen. Page 4

5 1.2. Edit the Indicators set - If you directly edit the EAFRD Indicators dossier after finishing the wizard, you are directed automatically to the edit tabs (to the Tab). TO GET IN EDIT MODE: - If you are editing the EAFRD Indicators dossier at a later stage, go to the menu MONITORING > EAFRD ANNUAL/FINAL PROGRESS REPORT > INDICATOR TABLES. The existing EAFRD Indicators dossier is displayed in the list. Click on its CCI. You are directed to the EAFRD Indicators display screen. Select any of the "edit" options that appear. You are directed to the editing tabs Edit the Indicators Set 8. Select the tab to get to the Indicator Tables screen. The Indicator Tables screen appears. 9. The G2 Programmed Measures Indicator Table is presented first, because the values entered here have an impact on all other Tables containing Measure information. 10. In G2, specify the Status of the Measures from the List of Values : (X=Implemented, NI=Not Implemented and NP=Not Applicable). If NI or NP is chosen for a Measure, then NI or NP will be put automatically in all input cells of other Tables where this measure is referenced. When X has been chosen, then one can input either a value or NA (=Not Available) in all input cells of other Tables where this measure is referenced. Page 5

6 11. Click on to save the input values. 12. A warning screen will appear. Click on to confirm the action. 13. Select the List Of Values (containing all Indicator Tables for the Set) to choose the next table you wish to edit. 14. A warning screen will appear. Click on to confirm the action. Measure 321 is not in the table G3(2) because it is not requested. The measure 211 and 212 should be filled in the table O.LFA without any distinction with the old commitments. Page 6

7 15. If an input field is left blank, one must choose an Input Exception Type from the List Box next to the Input Field Adding Documents 16. Select the tab to get to the Documents screen. The add documents screen appears. 17. Select the option. The document information screen appears: Page 7

8 Two types of documents can be uploaded: G/O Convergence Set of Indicator Tables (see step 0). Other Member State Documents on the Set of Indicator Tables 18. Select : The TYPE of document The TITLE of the document The DOCUMENT DATE The LANGUAGE. Enter A LOCAL REFERENCE and Enter COMMENTS if any 19. Click to save the entered information. 20. After saving, the option appears. Click on this option. The upload attachment screen appears. Page 8

9 21. Enter the title of the attached file Click to find the file on your computer Select the file Click to save the uploaded file. 22. The message appears. 23. You are redirected to the document information screen. To add more files (attachments) to your Indicators set, click on and repeat step 0 for each file you want to upload Adding the officials in charge This information is not mandatory. However, the officials entered in this section will receive an automatic notification each time the status of the Indicators set changes. 24. Select the tab. The add officials in charge tab appears. 25. Select the option. 26. Enter the requested data: NAME of the official (mandatory). address (mandatory). PHONE and FAX VALID FROM and UNTIL: (Only if the official will be in charge only for a specific period of time) AUTOMATICALLY NOTIFIED: check this option to receive the automatic notifications. PREFERRED LANGUAGE: The automatic notifications are sent in the selected language. Page 9

10 27. Click to add this official in charge to the list. Repeat steps 26 and 27 to add as many officials as necessary (no limitation). If a user no longer wants or needs to receive the automatic notifications: TIP: Select the user Uncheck the Automatically Notified option Click. 2. Validate the Indicators set 28. Click on the option. The Display INDICATORS SET screen appears. You have an overview of the Indicators set and its contents. If you need to modify/add/delete data, click on the get to the corresponding edit tab. option of the specific section to 29. Click on the option on the upper part of the screen. The system checks the consistency of the data. The validation results screen appears: Page 10

11 The validation results screen appears. If no errors detected, the message "Object has been validated" appears After successful validation, the status of the Dossier is "Validated". If errors are detected, the status remains "created" Validation rules: go to A VALIDATION RULES FOR THE EAFRD INDICATORS SET DOSSIER section TIP: If errors are detected and you need to modify/add/delete data, click on the option and click on the specific section to get to the corresponding edit tab. 3. Sending the Indicators set to the Commission 30. After having validated the Indicators set, select the option on the Display INDICATORS SET screen. 31. The send INDICATORS SET screen appears. Page 11

12 The screenshot of data before send is generated. You can consult this report by clicking on the attachment. This report is an image of the data you are sending. This allows you to verify that the information you are sending is correct and accurate Click to confirm the sending. You are redirected to the Display INDICATORS SET screen. The status of the Indicators set is "Sent". In the documents section, the documents have a "sent date" which corresponds to the date on which the status was set to "Sent". 33. On the display screen, click on the option. The Indicators list for your country appears. You have an overview of the Indicators set and their status. Your Indicators set status is SENT, and the Current node is "COMMISSION". Page 12

13 4. View and Export Set of Indicator tables Select the Indicator Set from the list: Only one Indicator Table at a time is displayed: Page 13

14 A list box allows you to select the Indicator table to display. With the arrow buttons you can select the next or previous table. Click on the icon to export the current Indicator Table to an Excel file. Page 14

15 Click on to export all the Indicator Tables to Excel. The system generates a ZIP file containing the different Excel files. The Indicator Table Group is not shown when "Use only Excel Sheets (Only for Reporting Year 2007)" is flagged. 5. Create a new version of the EAFRD Indicators dossier A new version of the EAFRD indicators dossier can only be created if the status of the previous version is "Accepted". If the workflow status is not yet "Accepted" you can modify the contents of your existing EAFRD Indicators version. 1. Select the MONITORING > EAFRD ANNUAL/FINAL PROGRESS REPORT > INDICATORS TABLES menu 2. The existing (previous) version of the Indicators dossier appears in the list. Click on it 3. In the display screen, select the option. The new version is created. INFO: You are redirected to the display screen (new version number appears in the general section and is increased by 1). The status of this new version status is "CREATED". 34. Select any of the "edit" buttons in the screen to get to the edit mode. 35. You can add or modify the existing data by overwriting it To edit any of the tabs, refer to the corresponding section in chapter EDIT THE INDICATORS SET and ADDING THE OFFICIALS IN CHARGE. Then continue with the usual workflow (validate and send) Page 15

16 a. Validation rules for the EAFRD Indicators set dossier CODE VALIDATION RULE SEVERITY 2.1 validate that at least one Member State Official in Charge exists Warning 2.2 if Reporting Year = 2007 and the Use Excel Sheets indicator is set, only validate that the Document Type for the Excel Sheets corresponding to the Indicator Table Set is uploaded 2.3 if Reporting Year = 2007 and the Use Excel Sheets indicator is not set, or Reporting Year <> 2007, validate that all Input Cells of all Indicator Tables in the Set have a value or an Input Exception Type, except for the Additional Indicator Tables O.A, R.A, B.A and I.A Error Error 2.4 validate for Web Services that only Input Cells are provided Error 2.5 validate cell values on Measures in all Tables depending on the Status of the Measure indicated in Table G2. Some Tables are entirely linked to one Measure and therefore all Input Cells are concerned, other Tables have specific Measure related Rows or Columns and therefore only Cells in those Rows or Columns are concerned: If Status = NI = Not Implemented, then cell values should be NI If Status = NP = Not Applicable, then cell values should be NP Exceptions G3.F, G5.F and G5.G can have any value or exception type 2.6 validate that the uploaded Excel Sheets have a Document Type suffix equal to the Set of Indicator Tables code Error 2.7 validate that the reporting year is <= current year 1 Error b. Workflow of the EAFRD indicators set dossier Action Status Editable by MS? The MS creates the EAFRD Indicators set dossier The MS Validates the data entered for the dossier The MS Sends the dossier to the Commission The Commission Returns the dossier for correction The Commission Accepts the dossier Created Validated Sent Returned (for correction) Accepted Yes Yes Only the "Officials in charge" section and sending of "other MS documents" Yes Only the "Officials in charge" section and sending of "other MS documents" Page 16

17 Workflow Final Status of the EAFRD Indicators set dossier ACCEPTED Only the "Officials in charge" section and sending of "other MS documents" Page 17

18 Annual (Final) Progress Report 1. Create the Annual/Final Progress Report dossier The Annual Progress Report is a yearly report. Therefore, there is no versioning of this dossier and the option "create new version" doesn't exist Get to the Annual/Final Progress Report section 1. Select the menu >. The Search pane appears. It shows any already existing Annual Progress Report dossiers. 2. Select the link. The create wizard screen appears: Page 18

19 Click the button to open the CCI numbers window. Select the CCI of the concerned programme. The title of the programme will be added automatically. Click to go to the PROVIDE ADDITIONAL INFO step. 3. On the provide additional info screen, enter the requested additional data Select the Reporting Year Enter the Monitoring Committee Approval date Click Clicking on the UPLOAD MONITORING COMMITTEE DOCUMENTS option will direct you to the Monitoring Committee section. Only to be done if the "Result and Conclusions" document has not been uploaded yet. 4. Click on to confirm and finish the creation of the Indicators dossier. The message "Object creation successful" will be displayed on the upper part of the screen Editing the Annual/Final Progress Report TO GET IN EDIT MODE: - If you directly edit the APR dossier after finishing the wizard, you are directed automatically to the edit tabs. - If you are editing the APR dossier at a later stage, go to the menu MONITORING > EAFRD ANNUAL/FINAL PROGRESS REPORT > OTHER ANNUAL /FINAL PROGRESS REPORT Page 19

20 REQUIREMENTS. The existing APR dossier is displayed in the list. Click on its CCI number. You are directed to the APR display screen. Select any of the "edit" options that appear. You are directed to the editing tabs Specify the set of indicators linked to the APR 5. Select the tab. 6. Select the link Select the set of indicators. Click to add this set to the list. Repeat these steps if you want to add more sets. The indicator sets presented in the drop down list are automatically taken from the Indicator set(s) you previously created and sent to the commission. At least the tables "G/O Main" and "R Main" must be added to the list 1.3. Add documents 7. Select the tab to get to the Documents screen. The add documents screen appears. 8. Select the link. The edit document information screen appears. Three types of documents can be uploaded: Financial Execution Table presented by MS (Mandatory) Other Annual/Final Progress Report Requirements for EAFRD (Mandatory) Other Member State Document (Optional) Page 20

21 Select: - The TYPE of document, - The TITLE of the document, -The DOCUMENT DATE - The LANGUAGE. - Enter a LOCAL REFERENCE and - Enter COMMENTS if any Click to save the entered information 9. The link appears. Click on this link. The upload attachment screen appears. Enter the title of the attached file Click to find the file on your computer Select the file Click uploaded file to save the You are redirected to the document information screen. TIP: To add more files (attachments) to your Annual Progress Report, click on and repeat step 9 for each file you want to upload. To add more document types to your Annual Progress Report, click on and then repeat step 8 and 9 for each new document type you want to upload. Page 21

22 Adding officials in charge This information is not mandatory. However, the officials entered will receive an automatic notification each time the status of the Indicators set changes. 10. Select the tab. The add officials in charge tab appears. 11. Select the option. 12. Enter the requested data: Name of the official (mandatory). address (mandatory). Phone and Fax Valid From and Until: (Only if the official will be in charge for a specific period) Automatically Notified: check this option to receive the automatic notifications. Preferred Language: The automatic notifications are sent in this language. 13. Click to add this official in charge to the list. Repeat steps 10 to 13 to add as many officials as necessary (no limitation). If a user no longer wants or needs to receive the automatic notifications: Select the user Uncheck the Automatically Notified option Click. Page 22

23 2. Get to the display screen once the edition is finished 14. Once you have finished the edition of the Annual Progress Report, click on. You are directed to the display screen. The entered data is displayed. Some options (to execute different actions) are displayed in the upper part of the screen. 3. Validate the Annual/Final Progress Report 15. On the Display Annual Progress Report screen, click on the option on the upper part of the screen. The system checks the consistency of the data. The validation results screen appears: If no errors are detected, the message appears. After successful validation, the status of the Dossier is "Validated". If errors are detected, the status remains "created" Page 23

24 If errors are detected and you need to modify/add/delete data, click on the option and click corresponding edit tab. on the specific section to get to the TIP: For the list of validation rules: go to A VALIDATION RULES FOR THE ANNUAL/FINAL progress Report section Page 24

25 4. Sending the Annual/Final Progress Report to the Commission 16. After having validated the Indicators set, select the link. 17. Select the link on the display screen. The send Annual Progress Report screen appears. The screenshot of data before send is generated. You can consult this report by clicking on the attachment. This report is an image of the data you are sending. This allows you to verify that the information you are sending is correct and accurate. 18. Click to confirm the sending. You are redirected to the Annual Progress Report screen. The status of the Indicators set is "SENT". In the documents section, the documents have a "SENT DATE" which corresponds to the date on which the status was set to "Sent". Page 25

26 a. Validation rules for the Annual/Final progress Report CODE VALIDATION RULE SEVERITY 2.1 validate that the Annual/Final Implementation Report is linked to an adopted Operational Programme present at validation time error 2.4 validate that at least one Member State Official in Charge exists warning 2.6 validate that the Annual/Final Progress Report refers at least to the following sent Set of Indicator Tables: "G/O Main" and "R Main" (EAFRD) 2.8 validate that the Other Annual/Final Progress Report Requirements document for EAFRD is uploaded (EAFRD) 2.9 validate that the Financial Execution Table presented by MS is uploaded (EAFRD) 2.10 validate that the document type "Monitoring Committee Reports and Conclusions" with a Meeting Date equal to the Monitoring Approval Date is uploaded against the Monitoring Committee object of this Programme error error error warning 2.14 validate that the reporting year, if different from Final, is <= current year 1 error Page 26

27 b. Workflow of the Annual/Final Progress Report in SFC2007 Action Status Editable by MS? The member State creates the APR and enters the requested data The Member State validates the contents of the APR The Member State Sends the APR to the Commission The Commission considers the APR as admissible The Commission returns the APR to the MS for Correction OR The Commission returns the Indicators set to which the APR is linked The Commission gives it Final opinion Final Status for the Annual/Final Progress Report: Created Validated Sent Admissible Returned (for correction) Final opinion given FINAL OPINION GIVEN Yes Yes Only the "Officials in charge" section and sending of "other MS documents" Only the "Officials in charge" section and sending of "other MS documents" Yes Only the "Officials in charge" section and sending of "other MS documents" Only the "Officials in charge" section and sending of "other MS documents" c. Glossary APR: ANNUAL/FINAL PROGRESS REPORT MS: Member State Page 27