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

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Br

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hure

European Seminar

e-Cohesion: from Preparation to Implementation

IT Systems for EU Funds Management

24

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_{June 2013, Berlin}

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

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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

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 2014. 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 2013.

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.

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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

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?

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“

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PROGRAMME DAY 1

e-Cohesion: from Preparation to Implementation

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.

Workshop

11.30-12.30

Matching the Project Cycle to an Electronic

Exchange System

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

9.30-10.45

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

10.45-11.00

Discussion Round

Coffee Break and Networking Opportunity

• 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

12.30-12.45

Discussion Round

12.45-14.00

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14.00-14.45

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

14.45-15.00

Discussion Round

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

16.15-16.30

Discussion Round

16.30-17.15

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

17.15-17.30

Discussion Round

End of Day One

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 2009. 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 1998.

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 2009. 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.

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9.00-9.15

Welcome Note from the Speaker

Tamás Laposa, Public Administration Advisor,

Central Monitoring Department, National

Development Agency, Hungary

9.15-10.00

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

10.00-10.15

Discussion Round

10:15-10.45

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

10.45-11.00

Discussion Round

11.00-11.30

Coffee Break and Networking Opportunity

PROGRAMME DAY 2

e-Cohesion: from Preparation to Implementation

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 2005. 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.

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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).

11.30-12.00

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

12.00-12.15

Discussion Round

12.15-13.30

Lunch Break and Networking Opportunity

13.30-14.15

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

14.15-14.30

Discussion Round

14.30-15.00

Coffee Break and Networking Opportunity

15.00-15.45

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

15.45-16.00

Discussion Round

16.00

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BOOKING

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For online booking please visit

our website: www.euroacad.eu

Date of Event

24

_{- 25}

_{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

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• Seminar certificate, if seminar fully attended

• Soft drinks and coffee/tea on both event days

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Contact

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Phone: +49 (0)30 80 20 80 230

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E-Mail: [email protected]

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ORGANISATIONAL MATTERS

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BOOKING

BOOKING NUMBER

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S-547 MC (PR)

24

_{- 25}

_{JUNE 2013}

European Academy for Taxes, Economics & Law

Brauner Klingenberg GmbH

Hausvogteiplatz 13

10117 Berlin / Germany

Phone.: +49 (0)30 802080-230

Fax:

+49 (0)30 802080-250

E-mail: [email protected]

www.euroacad.eu

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