regional policy e-cohesion – new initiative within it systems of member states in 2014-2020 fifth...

Regional PolicyRegional Policy

e-Cohesion – new initiative within IT systems of Member States

in 2014-2020

Fifth Meeting of the Expert Group on Delegated and Implementing Acts for the European Structural and Investment Funds

15/04/2013

Christophe de Lassus – European CommissionDG Regional & Urban Policy

IT Head of Unit


Cohesion Policy – a vehicle of Europe 2020 targets

Sustainable

Growth

•By 2015 80% of businesses should use eGovernment


MAIN ARTICLE ON E-COHESION• PART THREE: GENERAL PROVISIONS APPLICABLE TO ERDF,

ESF AND CF

• Management and control systems• Article 112 Responsibilities of Member States

• (…)• 3. Member States shall ensure that no later than 31 December [2014]

all exchanges of information between beneficiaries and managing authorities, certifying authorities, audit authorities and intermediate bodies can be carried out [solely] by means of electronic data exchange systems.

• The systems shall facilitate interoperability with national and Union frameworks and allow for the beneficiaries to submit all information referred to in the first sub-paragraph only once.

• The Commission shall adopt, by means of implementing acts, detailed rules concerning the exchanges of information (…)

COM's proposal

Electronic exchange of information in 2014-2020 period

including e-Cohesion

Beneficiaries

Businesses

Non-profit organisations

Public and semi-public

bodiesBeneficiaryportal

Member State's system for reporting,

monitoring,accounting (…)

Art. 112(3)

Electronic exchange of information with beneficiaries

- project level

Art. 62 (d) & 114(2)(d)

Computerized system for accounting, monitoring and reporting (…)

- programme level + operation relevant information

managing authority /

intermediate body

certifying authority

audit authority

SFC2014 database

European Commission

Art. 63(4)

All official exchanges of information between the Member State and the Commission

- programme level

Other


Electronic data exchange

• Definition: - refers to a medium of exchange of documents (Art. 2(14) of the

proposed CPR),- structured + unstructured data,- relationship between MAs/IBs/CAs/AAs & beneficiaries (Art. 2 of

the CPR )

• Minimum requirements:- data integrity & confidentiality;- authentication of the sender within the meaning of Directive

1999/93/EC;- storage in compliance with defined retention rules (Art. 132 of the

CPR);- availability during & outside standard office hours;- accessibility either directly or via an interface;


Electronic data exchange

• Minimum requirements:- protection of privacy of personal data for individuals & commercial

confidentiality for legal entities (Directives 2002/58/EC & 95/46/EC);- regardless the nature of OP;- terms and conditions defined in the contract with the beneficiary (Article

114(3));- free of charge;- without prejudice of any paper documents stored by the beneficiary;- requirements of the CPR & the Fund specific rules taken into account + Article

46 (2) (g).

Regional PolicyRegional PolicyRegional PolicyRegional Policy

e-signature

7

• E-Cohesion minimum requirement: at least the basic electronic signature – authentication procedure – should be put into effect for the population of beneficiaries (within the meaning of Directive 1999/93/EC)

• Features to examine:- for a closed-user group -> basic e-signature;

- which form of e-signature to choose?

- eID or certificates, token, login & password….

- security requirements;

- +legal effectiveness & admissibility.


‘only once’ encoding principle

8

• Definition: referred to in the Small Business Act in Europe

• Minimum requirement: The principle should be applied, at a minimum, in the framework of the same OP (regardless of whether this is an 'Investment for growth and jobs' or 'European Territorial Cooperation' programme)

• Features to examine:• - beneficiary NOT repeatedly providing the same info;

• - an information/data/document recorded in the storage features and reused;

• - effective use of public databases;

• - together with interoperability.


All exchanges of information

• Definition: - any information requirements applicable to the beneficiary via

electronic exchange; - including reporting on progress, declaration of expenditure &

exchange of information related to management, verifications & audits

• Minimum requirements:- Administrative verification concerning each application for

reimbursement by beneficiaries (according to Article 114) need to rely on information & documents available through the computer system. Only exceptionally, following a risk analysis, beneficiary asked to send original paper documents.


All exchanges of information

10

• Minimum requirements:- The electronic audit trail in compliance with Art. 112 & 132 of the CPR +

with national requirements on the availability of document,- Only in exceptional cases, following a risk analysis, the beneficiary asked to

send original paper documents for a desk review,- Original paper docs in the beneficiary premises for the on-the-spot audit

• Features to examine:- documents in e-versions for audit purposes – already in 2007-2013- 1st and 2nd level control procedures in 2014-2020 to maximise the reduction of

administrative burden for beneficiaries

• In practice:- e-storage capabilities instead of paper archiving;- 1st level controllers rely primarily on the IT system;- AA uses the IT system to prepare audits of operations/system audits,- CA relies on the IT system;


Interoperability

11

• Definition refers to:- National Interoperability Frameworks,- European Interoperability Framework (EIF) & the European Interoperability Strategy

(EIS)

• Minimum requirement: - MS free to establish its own interoperability approach - In practice within the same OP (regardless its nature)

• Features to examine:• - more interoperable systems of cohesion policy bodies;

• - work together at organisational, semantic and technical levels;

• - standard software (easily available) or free software!

• Guidance:• - to extend to external databases (eg. state treasury, business, tax register, SFC2014, state aid

register, environmental impact assessment bodies, e-procurement,);• - also for applicants?

•


Possible variants and evolution

• Obligatory use by beneficiaries:- MS could impose it at their own initiative & after cost/benefit analysis,- at the beginning of the programming period?!

• Obligatory use by beneficiaries + applicants:- docs & data exchanged at applicant stage reused at beneficiary stage,- e-signature reused

• Evolution:- MS shouldn't be prevented from improving e-Cohesion service for the

beneficiary or introducing variant/s above


More on e-Cohesion

• Report «IT Implications Assessment of e-Cohesion Policy at EU/Member State level» http://ec.europa.eu/dgs/secretariat_general/admin_burden/docs/presentation_regio_en.pdf

• EC support to MS/regions/programmes:

− 'building blocks' on a business perspectivehttps://www.yammer.com/regionetwork/groups/e-cohesionpolicy/uploaded_files

50 Q&A for ETC in cooperation with INTERACThttp://www.interact-eu.net/downloads/5081/INTERACT_Publication___50_Questions_&_Answers_on_e-

Cohesion_in_European_Territorial_Cooperation_Programmes___July_2012.pdf


Christophe de LassusHead of IT Unit, DG REGIO:[email protected]

[email protected]

e-Cohesion on Yammer: https://www.yammer.com/regionetwork/#/threads/inGroup?type=in_group&feedId=1534553


Written comments can be sent until 24 April to:

[email protected]

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