e-cohesion: from Preparation to Implementation IT Systems for EU Funds Management

Transcription

1 European Seminar e-cohesion: from Preparation to Implementation IT Systems for EU Funds Management 24 th - 25 th June 2013, Berlin Brochure With experts from: Ministry of Finance, The Netherlands Programme Management and Cooperation, Denmark Managing Authority Kansen voor West (ERDF), The Netherlands Ministry of Development, Competitiveness, Infrastructure, Transport and Networks, Greece National Development Agency, Hungary 1

2 EUROPEAN SEMINAR e-cohesion: from Preparation to Implementation Implementing e-cohesion proves to be one of the most challenging responsibilities for EU Funds authorities in Member States nowadays The practical introduction of e-cohesion systems requires Member States to establish electronic data exchange systems which allow the exchange of all information between the Managing, Certifying and Audit Authorities as well as Intermediate Bodies, on the one hand, and the beneficiaries, on the other hand, to take place electronically. More specifically, Article 112(3) of the Draft Regulation on Common Provisions for EU Structural Funds (COM(2011) 615 final/2) envisages that such electronic exchange systems need to be established by the end of As most Member States do not have systems in place yet, which allow the whole exchange of information to take place electronically, they need to start intensive preparations in order to comply with this regulation, which will certainly be adopted later in Get the most out of this inevitable change of systems As the timeframe between the final adoption of the regulation and the foreseen implementation deadline is short, the time to consider e-cohesion requirements, options and consequences is now. Our seminar will allow you to use this major change as a window of opportunity, reducing the workload for your administration. This seminar will provide you with a clear overview of requirements and our expert speakers will share with you their experiences regarding the design, introduction and operating of electronic data exchange systems. Who is this seminar for? Directors, Heads of Departments or Units, Experts, Project Managers, IT Directors and Managers, Procurement Experts and all other members of staff involved in the design, implementation and operation of e-cohesion systems and tools, especially from: Managing Authorities Certifying Authorities Audit Authorities Intermediate Bodies and other Authorising Bodies This seminar might also be interesting for: Consultants working in the field of EU Funds Providers of IT solutions for the public sector 2

3 What will you learn at this seminar? What are the requirements for e-cohesion compliance? How to prepare for introducing e-cohesion How to match an electronic exchange system to your project cycle How can the e-cohesion requirements be met in practice What are the challenges in implementing e-cohesion? How to get the most out of interoperability Should you consider introducing an electronic application system voluntarily? What to expect from an assessment of the system? Your benefits Ensure the well-timed implementation of necessary IT tools and systems Avoid typical practical pitfalls arising from the implementation of an e-cohesion system Find out about different options for e-cohesion systems Know how other institutions have dealt with similar challenges Learn how different Operational Programmes work without paper Network and exchange experiences with colleges who are also working on introducing e-cohesion systems Optional Course for the Master of Management in EU Funds This European Seminar is also an Optional Course for the Master of Management in EU Funds For further Information, please click here. 3

4 PROGRAMME DAY 1 e-cohesion: from Preparation to Implementation Registration and Handout of Seminar Documents Opening Remarks from the European Academy for Taxes, Economics & Law Welcome Note from the Chair and Round of Introductions Carsten Westerholt, Senior European Expert, Programme Management and Cooperation, Denmark Towards Introducing an e-cohesion System E-cohesion to simplify administration of European cooperation programmes Experiences and good practice of electronic monitoring systems in European programmes Framework for implementing e-cohesion Carsten Westerholt, Senior European Expert, Programme Management and Cooperation, Denmark CARSTEN WESTERHOLT Senior European Expert, Programme Management and Cooperation, Denmark Carsten Westerholt works in the field of European Territorial Cooperation. His main focus is project development, communications and programme management. Within the Operational Programme, for which he is working, he is involved in the introduction of an e-cohesion system. He is also a member of the Commission s e-trustex user reference group. He has a background as political economist and was Adviser to the European Commission on transport and energy. As Senior Research Scientist he has been working with European and international organisations like ICLEI, OECD and IEA. He was also Vice President of the largest environmental oriented transport club in Europe, the Verkehrsclub Deutschland Coffee Break and Networking Opportunity Workshop Matching the Project Cycle to an Electronic Exchange System Introducing the project life cycle Means of electronic exchange of data and information along the life cycle Means of inter- and extra organisational cooperation within life cycle Carsten Westerholt, Senior European Expert, Programme Management and Cooperation, Denmark Lunch Break and Networking Opportunity 4

5 Working with an e-cohesion System Experiences from the West Netherlands The context of the Management Authority NL-West The e-cohesion aspects in practice - E-signature - E-storage - E-submission - Interoperability - Only once encoding Pitfalls Lessons learnt Johan Radder, IT Manager, Managing Authority Kansen voor West (ERDF), The Netherlands :30 Coffee Break and Networking Opportunity Implementing e-cohesion Outline of the e-cohesion system Impact on working structures and efficiency Maintenance Guiding the beneficiary Dissemination of e-cohesion data Dr Alexandros Synanidis, Director, Monitoring Information System, Ministry of Development, Competitiveness, Infrastructure, Transport and Networks, Greece The Cost and Benefits of Adding Electronic Application Systems Good practice examples of working with electronic application systems The role of e-applications in the e-cohesion framework Advantages and disadvantages for applicants Advantages and disadvantages for recipient organisations About user authentication Implementation of an e-application system Carsten Westerholt, Senior European Expert, Programme Management and Cooperation, Denmark JOHAN RADDER IT Manager, Managing Authority Kansen voor West (ERDF), The Netherlands Johan Radder has been working as IT Manager for the Management Authority Kansen voor West (West Netherlands) since early In this position he is responsible for the programs electronic data exchange system. One of the most important parts of his job is being the linking pin between the business and the IT supplier. In addition to this job, he is also partnering in a small Dutch IT company which does IT consultancy. Until 2009 Johan Radder worked as business consultant and IT Architect. There, he focussed on the functional aspects of IT systems. DR ALEXANDROS P. SYNANIDIS Director, Monitoring Information System (MIS), Ministry of Development, Competitiveness, Infrastructure, Transport and Networks, Greece Dr Alexandros Synanidis has been Director of the MIS office for the European co-funded projects in Greece since The MIS is managing all stages involved in the planning and implementation of projects and programmes from the highest (NSRF/CSF/EEA and ESF, ERDF) to the lowest level (project/sub-project and payment documentation). It covers all aspects of management, including physical and financial progress, timetable, administrative, legislative framework and the dissemination of e-cohesion data including the Internet and exchanges data with the database of the European Committee. Alexandros Synanidis is an IT Expert and has been involved in EU-funded programmes since End of Day One 5

6 PROGRAMME DAY 2 e-cohesion: from Preparation to Implementation Welcome Note from the Speaker Tamás Laposa, Public Administration Advisor, Central Monitoring Department, National Development Agency, Hungary Being Connected: The Added Value of Interoperability Interoperability in the context of e-cohesion Analysing different types of interoperability options (B2G, C2G, G2G) Available databases and technologies Impacts on business procedures Costs and benefits of interoperability Lessons learnt Tamás Laposa, Public Administration Advisor, Central Monitoring Department, National Development Agency, Hungary TAMÁS LAPOSA Public Administration Advisor, Central Monitoring Department, National Development Agency, Hungary Tamás Laposa has worked at the National Development Agency (NDA) in Hungary since His work is focused on electronisation in the field of cohesion policy and business process management. The NDA is responsible inter alia for the management of the funds of Cohesion Policy, the realisation of the Operational Programmes, the monitoring of their implementation, the operation of the related system of institutions, the administration of the necessary EU consultations and the preparation of management template documents : Parallel Information Flows Almost Paperless? Regulatory challenges: Division between paper-based and electronic documents Storage of different data carriers Simplification of parallel procedures IT solutions for parallel information flows Difficulties with managing parallel information flows Tamás Laposa, Public Administration Advisor, Central Monitoring Department, National Development Agency, Hungary Coffee Break and Networking Opportunity 6

7 Successfully Paperfree in the Context of e-cohesion Background of paperless Paperless in the EFRD/e-Cohesion context - All documents digital Legislation and Acceptance of Paperless/Paperfree - EU level - National level - Beneficiaries - Can you make it mandatory? - Management Authority - Controlling Authorities (First Level Controllers, Second Level Controllers) What you need for implementation - What is the perfect world - Document management systems, e-signature Pitfalls Lessons learnt Johan Radder, IT Manager, Managing Authority Kansen voor West (ERDF), The Netherlands Lunch Break and Networking Opportunity Assessment of an e-cohesion System An Auditor s Point of View Regulations, e.g. Article 14e (iii) and 112(3) of the Common Provisions regulation (CPR) e-cohesion policy transferred into a standard An e-cohesion standard for assessing the systems and actions planned? Using the standard for development or procurement Performing the assessment Considerations from an audit point of view Gerard van den Berg, Audit Manager, Central Audit Service, Ministry of Finance, The Netherlands GERARD VAN DEN BERG Audit Manager, Central Audit Service, Ministry of Finance, The Netherlands As an Audit Manager at the Dutch Audit Authority (Central Audit Service, Ministry of Finance) in the Netherlands, Gerard van den Berg is inter alia responsible for the planning and execution of six annual IT audits regarding the ERDF, ESF and EMFF. He is also participating in ICT projects as an Advisor in the field of information security and system development. Within the Central Audit Service Gerard van den Berg is the contact person for IT audit related subjects regarding other EU regulations like the European Citizens Initiative. Gerard van den Berg has almost ten years of experience in IT auditing. Prior, he worked in a large system development and ICT projects organization for many years. Gerard van den Berg is Certified Information Systems Auditor (CISA) and Certified Information Security Manager (CISM) Coffee Break and Networking Opportunity Keeping Control of a Reliable e-cohesion System Reliability is more than e-cohesion Preconditions and requirements of a reliable e-cohesion system (how to handle confidentiality, integrity & availability) Incorporating requirements into development or procurement (control your assignments and demands) Keep control of a reliable e-cohesion system Gerard van den Berg, Audit Manager, Central Audit Service, Ministry of Finance, The Netherlands End of Seminar and Handout of Certificates 7

8 ORGANISATIONAL MATTERS e-cohesion: from Preparation to Implementation Date of Event 24 th - 25 th June 2013 Booking Number S-547 MC Event Language The event language will be English. Event Price 1.289,- Euro, excl. German VAT (19%) The above price covers the following: Admission to the seminar Hand-out documents in print and digital version Seminar certificate, if seminar fully attended Soft drinks and coffee/tea on both event days Lunch on both event days Booking Modalities It is recommended to book soon as seats are limited. For organisational matters, we kindly ask you to complete the booking form in capital letters. BOOKING Fax: +49 (0) [email protected] Phone: +49 (0) For online booking please visit our website: Contact European Academy for Taxes, Economics & Law Hausvogteiplatz 13, Berlin, Germany Phone: +49 (0) Fax: +49 (0) [email protected] Internet: Your contact persons for the programme: Regina Lüning, M. Sc. econ. Head of Marketing and Sales Phone: +49 (0) Fax: +49 (0) [email protected] Constanze Brasser Junior Conference Manager Phone: +49 (0) Fax: +49 (0) [email protected] (Programme is subject to alterations) Event Location Ellington Hotel Berlin Nürnberger Straße Berlin, Germany Phone: +49 (0) Fax: +49 (0) [email protected] Internet: Please contact the hotel directly and refer to the European Academy for Taxes, Economics & Law if you wish to benefit from a limited room availability-contingent. Of course you can always look for an alternative hotel accommodation. 8

9 NOTE Please note, you can register as many delegates as you wish (except, the seminar is fully booked). You only need to copy this formular for as many persons you wish. European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH Hausvogteiplatz Berlin / Germany Phone.: +49 (0) Fax: +49 (0) [email protected] BOOKING BOOKING NUMBER: S-547 MC (PR) 24 th - 25 th JUNE 2013 Herewith we register the following persons for the Seminar: e-cohesion: from Preparation to Implementation Delegate 1 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Delegate 2 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Delegate 3 Ms. Mr. First name Last name Department Job position Your organisation Street Postcode / City Country Phone Fax Phone Fax Invoice organisation To the attention of Street Postcode / City Country Phone Fax In case of registration of more than one delegate - do you prefer: single invoice? collective invoice? With my signature I confirm my registration and accept the General Terms and Conditions as legally binding. I herewith agree to receive further information from the European Academy for Taxes, Economics & Law NOTE Only Valid with Signature and Stamp Place, Date Authorised Signature and Stamp 9

10 Terms & Conditions for Conferences, Seminars and other Training Courses 1. Area of Application The following terms and conditions settle the contractual relationship between conference participants and the European Academy for Taxes, Economics & Law Brauner Klingenberg GmbH [referred to as European Academy for Taxes, Economics & Law in the following]. Differing terms and conditions, as well as, other settlements and/or regulations have no validity. 2. Registration / Confirmation of Application A registration can be made via internet, mail, fax, or . The registration is considered granted and legally binding if not rejected by the European Academy for Taxes, Economics & Law in writing within seven (7) days after receipt of registration. The registration will be supplemented by a booking confirmation via . Partial bookings are only valid for seminars designed in modules. 3. Service The course fee covers the fee per participant and course in net, subject to current German VAT. It includes training course documents as per course description, a lunch meal/ snack and refreshments during breaks, as well as, a participation certificate. The European Academy for Taxes, Economics & Law has the right to change speakers/instructors and to modify the course program if and where necessary while maintaining the overall nature of the course. All registered participants will be notified in case of a course cancellation due to force majeure, due to speakers preventions, due to troubles at the chosen location or due to a low registration rate. Course cancellation notification due to a low registration rate is issued no later than two (2) weeks before the course date. Course fees are reimbursed in the cases listed above; however, reimbursement for travel expenses or work absenteeism is only granted in cases of intention or gross negligence by the European Academy for Taxes, Economics & Law. Any reimbursement of travel expenses are to be considered as an exceptional goodwill gesture and form no future general obligation. In case of disturbances and/or interruptions, the European Academy for Taxes, Economics & Law commits itself to solve or limit any problems that might occur in order to maintain and continue the course as planned. 4. Payment Date and Payment, Default of Payment Payment of the course fee is payable immediately upon receipt of invoice. Where payment is not received or lacking clear assignment to a participant prior to commencement of the course, the European Academy for Taxes, Economics & Law may refuse the relevant participant s participation in that course. The course fee, however, is still due immediately and can be claimed as part of a dunning procedure or legal action. In accordance with BGB 247 (1), in case of default of payment within the stipulated time period, default interest on arrears of at least 5% above the ECB base rate is due and payable. The European Academy for Taxes, Economics & Law can claim higher damage for delay if and where proven. Equally, the participant may prove that a damage has not occurred or has had less effect than estimated by the European Academy for Taxes, Economics & Law. Payment shall be made by cashless bank transfer; cash or cheques will not be accepted. The European Academy for Taxes, Economics & Law is not liable for any loss of means of payment. The participant may only offset such claims against the European Academy for Taxes, Economics & Law s as are undisputed, legally recognized or recognized in writing by the European Academy for Taxes, Economics & Law. The right of retention is only acceptable in accordance with a counterclaim based on the same contract. 5. Cancellation Cancellations need to be issued in writing. Cancellation by the participant will be subject to cancellation charges as follows: 30 days or more prior to commencement of the course: service charge of 80,00 net, subject to current German VAT, payable immediately, course fee will be reimbursed, two (2) weeks to 30 days prior to commencement of the course: 50% of course fee net, subject to current German VAT, payable immediately, non-attendance or cancellation less than two (2) weeks prior to commencement of the course: 100% of course fee net, subject to current Germany VAT, payable immediately The European Academy for Taxes, Economics & Law gladly accepts without additional costs a substitute participant nominated in case of a cancellation if the substitute participant is registered at least three (3) days prior to the commencement of the course. Neither cancellation of a specific module/part of the course or substitution per module/per day is possible. 6. Copyright Seminar/course documents are protected by property rights and may not be duplicated, processed, amended, circulated or published in any other way without the written consent of the European Academy for Taxes, Economics & Law. The European Academy for Taxes, Economics & Law reserves all rights. 7. Liability All seminars and courses are prepared and presented by qualified speakers and instructors. The European Academy for Taxes, Economics & Law accepts no liability for the upto-dateness, correctness and completeness of the seminar documentation, as well as, presentation of the seminar. 8. Applicable Law, Place of Jurisdiction, Place of Performance All cases shall be governed and construed in accordance with German law to the exclusion of the UN Sales Convention. As far as legally admissible, place of performance and place of exclusive jurisdiction shall be Berlin, Germany. 9. 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