Transcript The ESF in Flanders

Management and implementation
of ESF in Flanders
An overview of a system and
procedures to manage the ESF
programme and monitor and control
projects
Subjects
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Principles
Management
IT systems
Financial rules
Call for proposals
Selection of projects
Payments
Implementation, monitoring, evaluation
Audit and control
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Principles that guide us
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Partnership
Trust
Open and Transparent
Cost / benefit
good housefather
Rules established in advance
Legal certainty
Control and audit closes the circle
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Management of the
programme
Bodies involved and their role
Bodies involved
 Flemish Monitoring Committee (VMC)
– Horizontal commission
– Thematical commission
– Evaluation commission
– Commission of appeal
 Partnership principle
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Flemish monitoring committee VMC
 Articles 63-66
 Chaired by Managing Authority
 Composition:
– Minister-president
– Ministers of Employment, Social Economy and
Foreign Affairs
– Administrations of Employment, Social
Economy and Education
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VMC
- All social partners (3 TU, 1 LE, 1SME, 1F)
– Institutional training bodies (VDAB, Syntra)
– NGO’s
– Local authorities
– European Commission with advisory vote
– Certifying and Audit Authorities with advisory
vote
– Can invite experts
– ESF-Agency is secretariat
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VMC
 Mission
– Improve selection criteria and procedures
– Monitor implementation of programme via
indicators
– Approve annual and final reports before sending
to EC
– Evaluation of programme via external body
– Formulate adaptation of the programme
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VMC
 Meets at least twice a year
 Draw up its own rules of procedures within
legal framework
 Has 4 commissions for the day by day work
 Decides by consensus
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Horizontal commission
 Policy forum – chaired by MA - consensus
 Composed out of representatives of
ministers, social partners, labor marked
director and “pilots”
 Determines on yearly basis the large
political lines to be used on Innovation and
Transnationality
 Budget split on political lines on other
priorities of the OP
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Thematical commission
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Defines concrete priorities per call
Defines readers/annalists
Takes the final decision in case of nonconsensus among readers/annalists
Composition varies according to subject of
call (policy makers and potential promotors)
Chaired by MA - consensus
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Evaluation commission
 Follow up of external evaluation
 Defines the specific themes and work
programme of evaluators
 Every interested party represented in the
VMC included the EC
 Chaired by Department of Work and Social
Economy
 Advices the VMC by consensus
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Commission of appeal
 “Internal” appeal open for promoters on
payment decisions
 Hears all parties and studies the reports and
decisions taken
 Takes the final decision in the discussion
between ESF-Agency and promoter
 Composed out of people that were not
involved in the decision making
 Chaired by MA - consensus
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IT systems used
Systems to support and facilitate
the job
What for
 For the application of proposals and reports
by promoters
– Created on request by external firm
 For registration of final beneficiaries
– CVS
 For bookkeeping
– PROACC
 For internal reporting
– ACCESS
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What for
 Communication between the different
authorities and the EC
– SFC 2007
 Available only for selected and registered
functions and persons
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Communication
 All systems work independently from one
another
 Promoters have to register before they can
enter the applicationsystem
 Promoters have to apply for the CVS at
VDAB who manages the system
 ESF-Agency can abstract whatever report
that is needed
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Financial rules used
Though but transparent, made
public and never changed in the
live cycle of project
Filosophy
 European rules and national bookkeeping
rules
 Every cost necessary for the approved
project
 Cost / benefit and principle of good
housefather
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Public procurement
 Specifications need to be clear on what will
be paid for
 Invoice need to demonstrate the
concordance between services delivered
and specifications
 Registration of delivered services is the
main problem
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Real costs
 Staff costs
 Clients or participants costs
 Functioning costs including usage goods
and development costs
 Indirect costs as a flat rate
 Transnational costs
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A. Staff
 Salaries
– Total costs including social security
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Work – home transport
Legal insurances
Others to specify
NO extra legal costs
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B. Participants
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Total salary cost, including social security
Limited to 50% of total project costs
Transport home-work
Legal insurances
Other to specify
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C. Functioning - development
 Every cost made with a direct link to the
project, eg timber, stones, pens and paper…
 Depreciations of eg machines, computers,…
 Subcontracting necessary services consultants (not the essence of the project)
added value and marked price
 Dissemination
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D. Indirect costs
 1. 3P-model
 2. Maximum used
 3. Kind of costs
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3Processes-model
 Dynamical approach of structuring
organisations
 3 main processes
 Client perspective
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3Processes-model
– Primary processes
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The hart of the matter, core business
They show the transformation of input in output
What a client sees directly and pays for
Is related to the mission of an organisation
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3Processes-model
– Secundary processes
 Direct support for the core
 Specialised processes that are to be considered as
subprocesses of the primary processes
 Clients can judge the quality and accepts paying for
them
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3Processes-model
– Tertiary processes
 Necessary to support, facilitate the other two
processes
 What has to be included in the price, but of no intrest
to client
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Maxima
 Based on averages of 2000-2005 projects
 Projects related to unemployment, insertion,
social inclusion
– 20% on staff and functioning
 Projects related to employed persons,
adaptability, innovation and transnationality
– 15% on staff and functioning
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E. Transnational
 Coordination
 Travel and subsistence
 Subcontracting
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Call for proposals
Defining policy and criteria,
informing and supporting potential
promotors
Methodology
 Proposal drawn up in ESF-Agency using
PCM
 Partnership discussion with labor market
director and or pilot
 Finalizing proposal and submit to TC
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Defining policy and criteria
 Horizontal commission defines policy items
 Thematical commission defines per call:
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The concrete issues
Admissibility – selection - priority criteria
Budget
Start and end of call period
Running time for projects
Other relevant issues s.a. thematical work,…
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Precondition
 Organizations need to have started the procedure
to get a quality label before they can apply
 They need to get the basic label before they can
start the project
 Promoters need to maintain and improve the
quality level of the organization or their project
may be suspended or stopped
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Informing and supporting
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ESF-Agency opens call on the system
Publishes call where needed
Organizes information sessions
Organize training in PCM
Supports potential promoters in checking
ideas versus policy and into projects and
applications
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Supporting
 Act as free consultant for promoters but NEVER
WRITE A (PART OF) PROJECT
 Multimedia and face to face
 WHY?
 Let’s get to know each other and start building
trust
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The end
 Promotor introduces the application in
system
 Signed hard copy via post
 Respect dates set in advance
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Selection of projects
Guaranteeing an objective and
broad perspective
Selection procedure
 Applications come in through electronic system
and signed copies via post before end date
 Applications go to three different organizations that
provide for annalists for parallel analyses
 All 3 annalists get the same instructions on
criteria, scoring and procedure
 Annalist have access to electronic system and all
use the same format
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Selection procedure
 Analyses are brought together in ESFAgency and a proposal for decision is drawn
up
 Annalists meeting discusses proposal for
decision
 If consensus is reached, this is a final
decision and report is made for the TC that
checks procedures and criteria used
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Selection procedure
 Applications get no consensus
 TC takes the final decision
– Basis
3 analyses
 Promoters are informed of decision
 No appeal
 Contract is drawn up in ESF-AG and send to
promoter to sign
 MA signs
 Project can start
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Administration
 All texts are uploaded in the electronic
system
 Projects get an account “for live”
 Copy decision goes to
– Certifying Authority
– Bookkeeping
– Q audit team
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Payments
Getting the money where it is
needed most
Getting ESF money out
 No advance payments but swift payments after
decisions
 Intermediate payments
– After approval of intermediate report (desk or OTS)
– Amount approved in report, balanced with advance
– Within 14 days of approval of report
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Getting ESF money out
– Final payments
 After approval of final report (desk or OTS)
 Balance between initially awarded and finally
accepted in final report
 Within 14 days of approval of final report
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Flemish cofinancing
 Advance payments
– 70% of the approved sum on annual basis
– Automatically within 14 days of the project approval
 Pre-finance on the actions
 Intermediate payments
 Final payments
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Implementation, monitoring
and evaluation of projects
Supporting promoters in reaching
the highest quality
Implementation
 Designing account “for live”
 Info sessions on administrative rules and
necessities
 Training in project management, financial
management,
 Providing instruments for monitoring and
self evaluation
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Implementation
 Coaching visits
– On the spot assistance in checking organization
of administration, setting up of registration of
services rendered, staff and final target group
– Positive support through point for improvement,
no financial cuts
– Selection basis: risk analyze - on request
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Monitoring
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Through reports (intermediate and end),
Thematical work,
Control visits
Direct request
Multimedia contacts
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Evaluation
 End report
 Product validation (intermediate and end)
– By peers and experts
– Condition to receive special budgets for
dissemination
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Audit and control
Partners have an open book for
each other
We can proof what we say
Who and why
 MA
Final Beneficiaries
– Approve and pay
 CA
MA
– Certify and ask for refund at EC
 AA
MA + CA
– Certification and opinion to EC and MA+CA
 EC
MS
– Get reasonable assurance
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MA versus final beneficiaries
 Audit
– Q-audit
 On paper with desk control (ex ante)
 Follow up visits on the spot (on going)
 Control
– Desk (on basis of report – no invoices)
 100% of the reports – payment claims
– On The Spot (OTS) (check all proof)
 5-10% of total cost on programme level
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Reports – Payment claims: What
 Content part:
– Intermediate: what differs from approved
application on workprogramme and goals
– Final: what did we do, difficulties encountered +
end result / product
 Financial part:
– Intermediate and final accounts consisting with
reality and in line with content
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Report – Payment claim: When
 Introduction by promoter via system
– After every calendar year (n)
– Delivered before end of march n+1
 Processed by ESF-Agency
– 90% of claims checked within 90 days
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Report – Payment claim: Process
 DESK: done by the account using
criteria,…. and COMMON SENSE
– Check contract with report
– Start with content, check criteria and special
conditions
– Make link with finances
– Check respect criteria
– Draw up proposal for decision
– Submit to Programme manager
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Report – Payment claim: Process
 Letter send to promoter / copy to
bookkeeping and CA
 Promoter can accept
or
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file a complaint
 Complaint: recheck by desk and decision by
programme manager
 Appeal: decision by commission of appeal
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Report – Payment claim: Process
 On the spot: done by desk in collaboration
with colleague,
healthy mistrust
– Prepare like desk
– Agree date with promoter
– Check whatever is needed
– Agree if possible and sign
– If not, make report
– Send over to promoter for comments
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Report – Payment claim: Process
– Make final report and draw up proposal for
decision, where needed inform of divers
opinions
cfr desk for complaint and appeal
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Questions
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Some will get a straight answer
Some will be more difficult
Some will need to look beyond the horizon
Others will never get an answer
BUT
You must always ask them
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Thank you very much
 Louis Vervloet
 Director Programme manager
 ESF Agentschap Vlaanderen vzw
Gasthuisstraat 35 5th floor
1000 Brussel
+ 32 2 546 22 38
+ 32 478 50 07 10
[email protected]
www.esf-agentschap.be
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