EUROPEAN ANTI-FRAUD OFFICE

EUROPEAN ANTI-FRAUD OFFICE Anti-Fraud Information System (AFIS) General Information Subject Version / Status Pre-IMS User Manual - General Information 1.0 / Final Release Date 23/12/2008 Document Reference Document Owner AFIS-PIMS-UserManual-GeneralInformation.doc OLAF D8

Document Identification Name, Function Date Signature Written by Oana Bazavan 19/12/2008 Checked by Markus Goerres 23/12/2008 Approved by Markus Goerres 23/12/2008 Summary: Pre-IMS is the application that allows the preparation and submission of irregularity reports to the European Anti-Fraud Office (OLAF), which acts on behalf of the European Commission (EC). This manual is meant to describe the common features of Pre-IMS. Keywords: Pre Irregularity Management System (Pre-IMS) Number of pages Number of lines Host system Software 38 1384 PC-Windows XP Word 2003 SP2 Document History Ed. Rev. Date Description Action (*) Sections 0 0 19/12/2008 Document creation C 1 0 23/12/2008 Final version C (*) Action: C = Create D = Delete I = Insert R = Replace AFIS-PIMS-UserManual-GeneralInformation.doc Page 2 of 38

Reference Documents Ref. Title Reference Version Date RD1 How to connect to AFIS Portal How to connect to AFIS Portal 1.4.doc 1.4 28/06/2007 RD2 AFIS Portal User Manual AFIS-APM-UM_EN.doc 1.1 21/04/2008 AFIS-PIMS-UserManual-GeneralInformation.doc Page 3 of 38

Table of Contents I. Introduction...10 1. Background...11 1.1 Main Features...12 2. How to Access Pre-IMS...13 2.1 Pre-IMS on AFIS Portal...13 3. Pre-IMS Users...14 3.1 Member State Users and Organisations...14 4. Communication's Life Cycle...15 5. Actions Available by Roles...17 II. Pre-IMS Functionalities...18 6. Pre-IMS Homepage - Options...19 7. Actions Menu...20 8. List Communications... 21 8.1 States of Communications...23 8.2 Options of Managers and Creators...23 9. Article 3 and Article 5 Communication Forms...26 9.1 Communication Body...29 9.2 Command Bar...32 10. Zero Notification Form...33 11. Import Communications in Excel Format... 34 11.1 Tips for the Creation of an Excel to Import...35 12. Search Communications...36 13. Search OLAF Feedback...37 14. Support Team Contact Information...38 AFIS-PIMS-UserManual-GeneralInformation.doc Page 4 of 38

List of Figures Figure 1: AFIS Portal Homepage... 13 Figure 2: Pre-IMS Homepage... 19 Figure 3: Actions Menu... 20 Figure 4: List Communications Creator... 21 Figure 5: List Communications - Manager... 22 Figure 6: List Communications Observer... 22 Figure 7: Sample Communication History... 25 Figure 8: Sample 1848 Communication Form... 26 Figure 9: Sample 1681 Communication Form... 27 Figure 10: Sample 1831 Communication Form... 28 Figure 11: Sample Mandatory Field... 29 Figure 12: Sample Mandatory Input Field... 29 Figure 13: Sample Optional Input Field... 29 Figure 14: Sample Date Field... 29 Figure 15: Sample Drop-down List... 29 Figure 16: Sample Drop-down List for Multiple Selections... 30 Figure 17: Sample Master-detail List... 31 Figure 18: Sample 1848 Zero Notification Form (Creator)... 33 Figure 19: Sample 1681 Zero Notification Form (Manager)... 33 Figure 20: Import Communications Creator... 34 Figure 21: Import Communications - Manager... 34 Figure 22: Sample Excel File to Import... 35 Figure 23: Search Communications... 36 Figure 24: Search OLAF Feedback... 37 List of Tables Table 1: Main Functionalities... 12 Table 2: Users' Organisation... 14 Table 3: Actions Available by Roles... 17 Table 4: States of Communications... 23 Table 5: Options of Managers and Creators... 24 Table 6: Buttons for Master-detail Lists... 30 AFIS-PIMS-UserManual-GeneralInformation.doc Page 5 of 38

Terms Definition Term AFIS Directory Service Application AFIS Framework Customs Communications Network (CCN) Irregularity Organisation User Definition Common service responsible for the provision of user information, application information and reference data. The software component identified by the AFIS Framework as a deployable, security unit. Realises specific needs within OLAF overall business scope. A set of services and applications to support the development, operation and use of AFIS business applications. It takes care of security, user application data, users' organisation structure, application configuration and reference data. It also offers a common look and feel to all applications (APF) and a portal home page presenting all applications a user can access (APM) A set of physical gateways located either in National Administrations or at the Commission premises. These gateways are interconnected through their own communication services (TCP/IP network services), and communicate with the Application Platforms. CCN requires user authentication. The definition of the term irregularity can be found in art. 2(2) Reg. 1848/2006. An irregularity is any infringement of a provision of Community law resulting from an act or omission by an economic operator which has, or would have, the effect of prejudicing the general budget of the Communities, by charging an unjustified item of expenditure to the Community budget A unit in the hierarchy of an administrative structure. Person who can access Pre-IMS and use it to perform different activities. AFIS-PIMS-UserManual-GeneralInformation.doc Page 6 of 38

Abbreviations and Acronyms Abbreviation/ Acronym AFIS AFISNG APF APM CCN CN Code EAFRD EC ECR EU MS OLAF Pre-IMS Description Anti-Fraud Information Services Anti-Fraud Information Services new generation AFIS Presentation Framework (AFIS Framework) AFIS Presentation Manager (AFIS Framework) Customs Communication Network Combined Nomenclature Code European Agricultural Fund for Rural Development European Commission External Communications Registry European Union Member State European Anti-Fraud Office (Office Européen de Lutte Anti-Fraude) Pre Irregularities Management System AFIS-PIMS-UserManual-GeneralInformation.doc Page 7 of 38

About this Manual This manual is meant to serve as an orientation tool for all the users of Pre-IMS. It gathers information users should be familiar with in order to be able to exploit the application. The overall description of the features of Pre-IMS, of the way in which users are organised, as well as of the procedures, sequences of steps and tasks implied intend to improve the ease and efficiency of working with the application. In its larger part, the document contains minute presentations of the functionalities, commands, fields, as well as of the way in which users are to work with communications on irregularities, by using Pre-IMS. For facility and usability purposes, the user of this manual will be addressed throughout the corresponding sections as you. In order to make the best use of this manual, please note the following conventions: Indicates warnings, preconditions or instructions that have to be strictly followed. If you see this icon, make sure to read the information written next to it. Sections or areas on pages are identified by a number in a circle. Fields on screen, options and buttons are shown in frames or braces. Text Specific details of the application interface are highlighted with an arrow and sometimes explained in a rectangle. AFIS-PIMS-UserManual-GeneralInformation.doc Page 8 of 38

Using this Manual The manual is divided into 2 sections, as follows: I. Introduction contains the following chapters Background How to Access Pre-IMS Pre-IMS Users Communication's Life Cycle Actions Available by Roles II. Pre-IMS Functionalities contains the following chapters Pre-IMS Homepage - Options Actions Menu List Communications Article 3 and Article 5 Communication Forms Zero Notification Form Import Communications in Excel Format Search Communications Search OLAF Feedback Support Team Contact Information AFIS-PIMS-UserManual-GeneralInformation.doc Page 9 of 38

I. Introduction AFIS-PIMS-UserManual-GeneralInformation.doc Page 10 of 38

1. Background The European Union (EU) has established a set of funds to finance its Common Agricultural and Regional policies across the Member States (MS). The European Commission (EC) and the MS are in charge with the administration of these funds, namely: Structural Funds; Cohesion Fund; European Agricultural Guarantee Fund (EAGF); European Agricultural Fund for Rural Development (EAFRD). Respecting fund associated regulations, the MS are obliged to report any irregularities that arise. As far as the Structural and Cohesion funds are concerned, the MS also have to report the recovery of sums wrongly paid in connection with the financing of the fund application field and with the way in which the information systems are organised in this field. The regulations and their associated funds are: Council Regulation (EEC) N 1681/94 of 11 July 1994 Structural Funds; Council Regulation (EEC) N 1831/94 of 26 July 1994 Cohesion Fund; Commission Regulation (EEC) N 1848/2006 of 14 December 2006 EAGF and EAFRD Funds. The Pre-Irregularities Management System (Pre-IMS) realises the provisional software application that manages the reporting of irregularities under the conditions specified in these regulations. In accordance with the three regulations, Pre-IMS contains 3 modules: 1681 module 1831 module 1848 module AFIS-PIMS-UserManual-GeneralInformation.doc Page 11 of 38

1.1 Main Features Pre-IMS allows the Member States to prepare and submit irregularity reports to the European Anti-Fraud Office (OLAF), which acts on behalf of the EC. The MS will report to OLAF per reference periods of irregularities, which are based on annual quarters. The reference period is made up of a quarter plus two months following the end of that quarter. The possible actions to be taken by the involved parties, in regard to an irregularity report, are the following: Who? What? How? MS authority OLAF representative Reports an irregularity to OLAF. Ł provides the information required by an applicable regulation Informs OLAF of potential updates on the reported irregularity. Ł eventually closes the irregularity Informs OLAF that there are no irregularities to report in a certain reference period (when the case) Processes the communications in order to provide any necessary feedback. Table 1: Main Functionalities Creates an Article 3 communication Creates an Article 5 communication Creates a Zero Notification Monitors communications through the ECR system infrastructure. For a better understanding, the diagram below summarises the communications workflow triggered by the Pre-IMS users: Report on irregularities MS REPORT Article 3 communications UPDATE Article 5 communications REPORT on absence of irregularity information Zero notification FEEDBACK on Communications OLAF Diagram 1: Communications Workflow The three types of communications are available for each one of the modules of Pre-IMS. The Zero Notification was previously called in Pre-IMS Article 6. Therefore, there are situations when the application uses this number (6) to refer to a Zero Notification communication. AFIS-PIMS-UserManual-GeneralInformation.doc Page 12 of 38

2. How to Access Pre-IMS Pre-IMS is a Web-based application accessible through the AFIS Portal. You will learn all the needed details about accessing the AFIS Portal from the following document: "How to connect to AFIS Portal" (RD1) chapter 7. Logging on to the Portal 2.1 Pre-IMS on AFIS Portal Depending on the role you have in working with Pre-IMS, you will receive a specific screen when you log in to the AFIS Portal. However, all AFIS home screens have a number of common features. The "AFIS Portal User Manual" (RD2) describes all the constant elements that compose the AFIS Portal Homepage. Ł From the AFIS home screen, you will access the Pre-IMS Homepage by clicking the application tab. Application tab Figure 1: AFIS Portal Homepage AFIS-PIMS-UserManual-GeneralInformation.doc Page 13 of 38

3. Pre-IMS Users Pre-IMS users are organised in groups of irregularity competences. Accesses are granted by modules, and further by roles. For example, a user can create irregularities communications only via the 1681 reporting module. Or, another user can only view (and not create or edit) the information recorded by the first user. The following table describes the users of Pre-IMS and their respective roles. Side/ Position User/ Role Assignment Description Member States (MS) OLAF MS Manager MS Creator MS Observer EC OLAF User Administrator MS user who performs quality checks on communications and eventually sends them to OLAF. Has also the right to create communications MS user who creates communications and makes them available for the MS manager to send them to OLAF. MS user who has the right to consult the Pre-IMS information (communications). OLAF user who has the possibility to provide the MS users with feedback on communications. OLAF personnel who administers and maintains Pre-IMS. Table 2: Users' Organisation 3.1 Member State Users and Organisations Pre-IMS MS users belong to Organisations. An Organisation includes all the three types of MS users presented in the table above (at least one user of each type). Each Organisation can be one of the following: Originator of communications Ł called in Pre-IMS sender Receiver of communications Ł so-called "intermediate" or "parent" Organisation of the sender Ł in this case, the sender is hierarchically placed under the receiver Ł can also be a sender Central Authority Ł an Organisation that has the right to send communications directly to OLAF Ł can be both a sender and a receiver Organisation AFIS-PIMS-UserManual-GeneralInformation.doc Page 14 of 38

4. Communication's Life Cycle The representations below are meant to explain the possible situations that can appear to describe the workflow of communications in Pre-IMS, considering the different types of Member State Organisations. For simplifying the process, let us imagine the following scenarios: Scenario I O 1 (Organisation 1) Ł is the originator of a communication Ł has also the right to send the communication to OLAF (which makes it a Central Authority) Ł does not have a "parent" Organisation MS O 1 [ communication ] OLAF Diagram 2: Communication Workflow (Example 1) Scenario II O 2 (Organisation 2) Ł is the originator of a communication Ł does not have the right to send the communication to OLAF Ł has a "parent" Organisation to send the communication to (O 3 ) O 3 (Organisation 3) Ł is the "parent" Organisation for O 2 Ł is the receiver of the communication sent by O 2 Ł can reject this communication or send it to OLAF (which makes it a Central Authority) Ł does not have a "parent" Organisation MS O 2 [ communication ] MS O 3 [ communication ] OLAF Diagram 3: Communication Workflow (Example 2) Scenario III O 3 (Organisation 3) Ł can also be the originator of a communication Ł can send this communication to OLAF (which makes it a Central Authority) Ł does not have a "parent" Organisation MS O 3 [ communication ] OLAF Diagram 4: Communication Workflow (Example 3) AFIS-PIMS-UserManual-GeneralInformation.doc Page 15 of 38

Scenario IV O 2 (Organisation 2) Ł is the originator of a communication Ł does not have the right to send the communication to OLAF Ł has a "parent" Organisation to send the communication to (O 3 ) O 4 (Organisation 4) Ł is the originator of a communication Ł does not have the right to send the communication to OLAF Ł has a "parent" Organisation to send the communication to (O 3 ) O 3 (Organisation 3) Ł is the "parent" Organisation for O 2 and O 4 Ł is the receiver of the communications sent by O 2 and O 4 Ł can reject these communications or send them to OLAF (which makes it a Central Authority) Ł does not have a "parent" Organisation MS O 2 [ communication ] MS O 3 [ communication ] OLAF MS O 4 [ communication ] Diagram 5: Communication Workflow (Example 4) AFIS-PIMS-UserManual-GeneralInformation.doc Page 16 of 38

5. Actions Available by Roles Access rights are defined separately for each of the users mentioned above. These rights restrict the availability of certain actions, as it can be seen in the following table: Users/ Roles Actions Available Create Article 3 communication or Zero Notification Sender Organisation Manager Receiver Organisation "Central Authority" Creator Observer OLAF User Copy communications Update communications sent to OLAF (create an Article 5 communication) Save communication as draft Edit draft communication Delete draft communication Validate communications (quality check) Reject communications Edit rejected communication Finalise communications (make them ready to be sent) Import communication as draft Import communication as finalised Send communications to OLAF Export communications Print communications Send feedback Search and view communications Search and view OLAF feedback Table 3: Actions Available by Roles AFIS-PIMS-UserManual-GeneralInformation.doc Page 17 of 38

II. Pre-IMS Functionalities AFIS-PIMS-UserManual-GeneralInformation.doc Page 18 of 38

6. Pre-IMS Homepage - Options The Pre-IMS Homepage displays for you the following: 1. The module(s) under which you have access to deal with communications. The module(s) numbers are links that will send you to the corresponding communications page 2. Other Core Actions you can perform They are also links taking you to the screens where you can complete the actions accordingly You should also note that the Default Reporting Currency is EUR and you may change it by selecting the suitable currency in the pick list. Change currency here Figure 2: Pre-IMS Homepage AFIS-PIMS-UserManual-GeneralInformation.doc Page 19 of 38

7. Actions Menu Roll your mouse over the Pre-IMS Actions Menu (the white arrow on the left of the screen). This will display the Pre-IMS Actions Menu Selector (the list with actions you can perform, according to your role and rights). Click the Home link and, regardless of where you are in the application, the Pre-IMS Homepage is displayed. Pre-IMS Actions Menu Pre-IMS Actions Menu Selector Figure 3: Actions Menu AFIS-PIMS-UserManual-GeneralInformation.doc Page 20 of 38

8. List Communications Select a type of communication Ł do this by clicking one of the module links on the Pre-IMS Homepage (see Figure 2: Pre-IMS Homepage) or from the Pre-IMS Actions Menu Selector (see Figure 3: Actions Menu) The result page will display the list of all the communications created under the selected module For example, a list of 1848 communications will look like the following: FOR CREATORS Click these numbers to open communications Click these icons to view the history Command bar Figure 4: List Communications Creator AFIS-PIMS-UserManual-GeneralInformation.doc Page 21 of 38

FOR MANAGERS Figure 5: List Communications - Manager FOR OBSERVERS Figure 6: List Communications Observer AFIS-PIMS-UserManual-GeneralInformation.doc Page 22 of 38

8.1 States of Communications The table below describes the icons used to illustrate the different states that a communication can have: Icon State Description Draft Finalised Submitted to a parent Organisation Received by a "parent" Organisation Submitted to OLAF Rejected The communication is saved for further editing The communication is completed and ready to be sent The manager of the parent Organisation is expected to process the communication (send or reject it) A submitted communication, as seen by the manager of the "parent" Organisation OLAF can provide feedback The originator of the communication can edit its content Table 4: States of Communications 8.2 Options of Managers and Creators Starting from the list of communications, the managers and the creators can perform the following main actions (see Figure 4: List Communications Creator): Action Means Description Copy View Edit View history Select a communication Click the "Copy" icon ( ) next to the reference number of a communication Click the reference number of a communication Click the reference number of only those communications that have the states: Draft Rejected Click the corresponding icon under the "State" column. Check the corresponding checkbox ( Helps you duplicate a communication. Ł The system displays for you the irregularity form and you can change the information accordingly Helps you see the information contained by the respective communication Helps you complete or change the content of a communication You can see the history of only those communications that have the states: Submitted (to a "parent" Organisation) Submitted to OLAF Rejected (see Figure 7: Sample Communication History) ) next to the communication reference number Helps you get a printer-friendly version of the communication. Print Click the corresponding button on the command bar Ł To print one or more communications: select it/ them in the list, then click Print Ł To print all the communications in the same time: check the Select All checkbox, then click Print AFIS-PIMS-UserManual-GeneralInformation.doc Page 23 of 38

Action Means Description Export Click the corresponding button on the command bar Helps you export an XML version of a selected communication. Ł You can also export all the listed communications in the same time: check the Select All, then click Export Export as Excel Click the corresponding button on the command bar In this case, the result of the export will be a ZIP file containing the XML versions of all the listed communications Helps you export an XLS version of a selected communication. Ł You can also export all the listed communications in the same time: check the Select All, then click Export as Excel In this case, the result of the export will be one XLS file, containing a number of rows equal to the number of communications in the list. An exported XLS file will contain communications created only under one module. Delete Finalise Click the corresponding button on the command bar Click the corresponding button on the command bar You can select to delete only those communications that have the state Draft You can select to finalise only those communications that have the state Draft Table 5: Options of Managers and Creators Apart from the common options mentioned above, a manager also has the possibility to send communications (see Figure 5: List Communications - Manager): Click the corresponding (Send) button on the command bar You can select to send only those communications that have the state Finalised AFIS-PIMS-UserManual-GeneralInformation.doc Page 24 of 38

Legend TO1 = Test Organisation 1 TO2 = Test Organisation 2 ("parent" Organisation) CA_GB = Central Authority Figure 7: Sample Communication History AFIS-PIMS-UserManual-GeneralInformation.doc Page 25 of 38

9. Article 3 and Article 5 Communication Forms The interface of a new Article 3 and a new Article 5 communication form is divided into three areas: 1. Tab-pages The Pre-IMS forms carry a lot of information that is difficult to display on one single page. The interface is therefore split into a number of tab-pages. Each tab-page is organised in logical sections of information which include fields allowing you to select or enter the relevant data for the communication. 2. Communication body Includes fields and selection tools allowing you to easily record the necessary details of the irregularity report. 3. Command bar Contains buttons, visible on all the tab-pages. These buttons allow you to execute key tasks/ actions when the form is partially or completely filled in. Different actions are available according to the role you have in working with communications. Figure 8: Sample 1848 Communication Form AFIS-PIMS-UserManual-GeneralInformation.doc Page 26 of 38

Figure 9: Sample 1681 Communication Form AFIS-PIMS-UserManual-GeneralInformation.doc Page 27 of 38

Figure 10: Sample 1831 Communication Form AFIS-PIMS-UserManual-GeneralInformation.doc Page 28 of 38

9.1 Communication Body The elements that make up a communication can be: Ł Mandatory fields You must fill them with information before trying to validate, finalise or send a communication form. They are displayed with a red asterisk (*) upfront. Figure 11: Sample Mandatory Field Ł Input fields Mandatory or optional fields in which you have to enter specific information They can be filled with either text, numbers or both. Figure 12: Sample Mandatory Input Field Figure 13: Sample Optional Input Field Ł Date fields Require a specific date format, namely DD/ MM/ YYYY, where: o DD: 2-digit for the day (01 to 31) o MM: 2-digit for the month (01 to 12) o YYYY: 4-digit for the year (for example, 2007). Figure 14: Sample Date Field Ł Standard drop-down lists Allow you to select one pre-recorded item Figure 15: Sample Drop-down List AFIS-PIMS-UserManual-GeneralInformation.doc Page 29 of 38

Ł Multiple selections drop-down lists Allow you to select multiple pre-recorded items from the same list. To do so, click one item and then, simultaneously, hold down CTRL on your keyboard and click the next element(s) in the list. Figure 16: Sample Drop-down List for Multiple Selections Ł Master-detail lists A list of items you generate yourself, by providing information in a detailed section next to it o (see Figure 17: Sample Master-detail List) It features four buttons to manage the list according to your needs, as follows: Button Description Add button First, select or put down the needed information, in the detailed section below the master-detail field Then, click this button and your selection will appear as an item in the master-detail field Ł You can continue with selecting or filling new information in the detailed section Click the Add button each time you do this and the number of items in the master list will increase accordingly. Selecting an item from the master list causes the details regarding that item to appear in the detailed section below Refresh button Click this button each time you change, in the detailed section, information regarding one item from the master list The item will be updated accordingly Remove button Select one item in the master-detail list Use this button to remove that item from the list Clear button Use this button to deselect an item in the master-detail list Table 6: Buttons for Master-detail Lists AFIS-PIMS-UserManual-GeneralInformation.doc Page 30 of 38

Detailed section for the first item in the list Detailed section for the second item in the list Figure 17: Sample Master-detail List AFIS-PIMS-UserManual-GeneralInformation.doc Page 31 of 38

9.2 Command Bar The buttons on the command bar of a new communication form are displayed according to the role you have in working with irregularities reports (manager or creator). The table below describes the actions available on the command bar of a new communication form, for both managers and creators (see the command bar in Figure 8: Sample 1848 Communication Form): Action Save Validate Finalise Description Allows you to create a draft of the communication, which remains available for further editing. Helps you perform a quality check of the communication, based on the business rules defined in the system. Completes the process of creating a communication. A finalised communication cannot be edited anymore Apart from the actions mentioned above, a manager also has the possibility to send finalised communications to a "parent" Organisation or to OLAF (see the command bar in Figure 9: Sample 1681 Communication Form) AFIS-PIMS-UserManual-GeneralInformation.doc Page 32 of 38

10. Zero Notification Form The interface of a new Zero Notification form is divided into the following areas: 1. Communication body Includes two fields allowing you to confirm/ report the absence of irregularities during a certain reference period: o Date of communication o Quarter 2. Command bar Contains buttons that allow you to execute actions when the form is partially or completely filled in. Different actions are available according to the role you have in working with Zero Notification forms. See subchapter 4.2 Command Bar for details about the command bar of a communication form. Figure 18: Sample 1848 Zero Notification Form (Creator) Figure 19: Sample 1681 Zero Notification Form (Manager) AFIS-PIMS-UserManual-GeneralInformation.doc Page 33 of 38

11. Import Communications in Excel Format Click the "Import Communications" link on the Pre-IMS Homepage A new screen appears, where you can do the import of an XLS file containing valid information to make up a communication FOR CREATORS Figure 20: Import Communications Creator FOR MANAGERS Select the state of the future communication Figure 21: Import Communications - Manager 1. Click the Add ( ) button to browse for the excel file you want to upload 2. Click Submit to proceed with the import Ł You can use the Remove ( ) button to deselect and drop an excel file you have already browsed for (but you do not want to import anymore) As a manager, you also have the possibility to establish what state the imported communication will have: draft or already finalised. Check the corresponding radio button and the communication(s) will be saved accordingly AFIS-PIMS-UserManual-GeneralInformation.doc Page 34 of 38

11.1 Tips for the Creation of an Excel to Import The easiest way to get a valid excel file for import is to export one from Pre-IMS. A valid excel file has: a certain number of columns equal to the fields contained in the communication body o therefore, different number of columns, for the different modules only one communication per line o therefore, you can have several communications included in one and the same excel file BUT: o all the communications have to be created under one and the same module the title always starting with the number of the module under which the communication(s) are created o example of valid excel file: "1848 communication" specific characters in the content (when the communication body contains master-detail lists): o vertical line or pipe ( ) use it to mark the separation between the different rows of a master-detail list a master-detail list will be represented by only one cell in the excel file o square (o) use it to mark the separation between composed data in a master-detail list composed data = data that represent two or more fields put together in a row of a master-detail list Figure 22: Sample Excel File to Import AFIS-PIMS-UserManual-GeneralInformation.doc Page 35 of 38

12. Search Communications Click the "Search Communications" link on the Pre-IMS Homepage The following screen appears, displaying a series of search criteria Search Criteria Search Results Figure 23: Search Communications Use the Search button to proceed and get the search results If necessary, use the Reset button to empty the fields and enter different search criteria AFIS-PIMS-UserManual-GeneralInformation.doc Page 36 of 38

13. Search OLAF Feedback Click the "Search OLAF Feedback" link on the Pre-IMS Homepage The following screen appears, displaying two available search criteria Search Criteria Search Results Figure 24: Search OLAF Feedback Use the Search button to proceed and get the search results If necessary, use the Reset button to empty the fields and enter different search criteria AFIS-PIMS-UserManual-GeneralInformation.doc Page 37 of 38

14. Support Team Contact Information In case of problems, please contact your local administrator or the AFIS Helpdesk team: AFIS IT Help Desk Address: Rue Joseph II, 30/ B-1049 Brussels Tel: +32 2 296 27 27 Fax: +32 2 213 13 67 Internet e-mail: olaf-afis-it-help-desk@ec.europa.eu AFIS mail: ECSUP AFIS-PIMS-UserManual-GeneralInformation.doc Page 38 of 38