Transcript PA having a LEF

EuropeAid
PADOR
Potential Applicant Data
On-Line Registration Service
IBPP Conference EuropeAid Brussels
November 30th 2007
Content
EuropeAid
• EuropeAid – Facts and Figures
• PADOR Context
• Principles
• Aims
• Data content
• Security and confidentiality of PADOR data
• Shared Benefits
• Timeline
• Supporting Slides:
o
Detailed PADOR content
o
New Instruments (Financial Perspective 2007/13)
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EuropeAid – Facts and Figures
EuropeAid
EuropeAid implements the external development aid of
the European Commission, as programmed by
Directorates General Development and External Relations:
The European Union provides more than 7 billion euros
each year in external development aid
o More than 150 countries and territories benefit from
this aid
o Since 2001 EuropeAid has been involved in partnerships
with more than 5.000 external organisations
o EuropeAid and EU Delegations:
o
• Manage more than 200 Calls for Proposals per year
• Analyse about 13.000 project proposals per year
• Granted about 2.000 new subventions in 2005
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Context (1)
EuropeAid
• Request to simplify the Call for Proposals application
process:
o
o
today, each applicant needs to fill in the whole
application form, including information about the
organisation itself
today, each selected applicant has to send 3 paper
copies of supporting documentation, even if these
documents have already been submitted as part of
another Call for Proposal
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Context (2)
EuropeAid
• Internal request to set up a system of “knowledge
management” for EuropeAid and EU Delegations to
know better their partners (mainly NGOs, but also
other potential partners)
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Context (3)
EuropeAid
Palermo process:
o
o
o
Since 2002, EuropeAid has managed an informal
dialogue between the EC, the European NGOs -led by
CONCORD-, MEPs and EU Member States'
representatives on a number of aid implementation
issues
The Palermo seminar (2003) was the culminating
point of this initial phase. This forum formulated a
number of recommendations
One of the recommendations was the creation of an
"on-line" database in which the organisations could
register themselves
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Context (4)
EuropeAid
New Financial Perspective 2007/13
o
o
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Beginning of a new budget and programming cycle
From 35 to 7 instruments for EuropeAid:
•ENPI - European Neighbourhood and Partnership
Instrument (Neighbourhood instrument)
•EDF - European Development Fund
•DCI - Development Cooperation Instrument
•EIDHR - European Instrument for Democracy and
Human Rights
•IFS: Stability instrument
•NSI: Nuclear safety instrument
•ICI: Industrialised countries
Launch of PADOR coincides with the beginning of this
new cycle and has to respond to the wider range of
actors taken into account by the new instruments
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Context (5)
EuropeAid
Devolution Process
o
o
The EU Delegations throughout the world have
now increased power in terms of development aid
implementation
Added complexity and need to share common
databases and tools with a similar treatment
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Principles (1)
EuropeAid
Link PADOR to the CfP process
o
o
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It is the most operational point of contact between
EC and development implementation organisations
Each CfP will state if registration on PADOR is
compulsory or not (in guidelines)
The EC service in charge of the CfP management
analyses the eligibility of the applicant/partners,
based on their proposal and on PADOR data
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Principles (2)
EuropeAid
Separate data related to a given entity (in PADOR),
from data related to a project proposal:
o
o
o
PADOR contains data related to the entity itself.
This data can be registered, accessed and updated
on-line, at any point in time
Only data submitted prior to application deadline
is taken into account during the selection process
The proposal data is still submitted as part of each
Call for Proposal, on paper.
The entity is responsible for its data, which it registers
and updates. (exception: derogation procedure)
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Principles (3)
EuropeAid
Only organisation which are legal entities -i.e. have
statuses establishing their existence and produce their
own accounting- can register:
o
o
o
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Individuals cannot register. Individual applicants will
continue to fill in the entire application form, for each
application.
Consortiums created for a given project should not
register (although its different members can)
Partners can register but not compulsorily, with less
information to produce
Associates can register but not obligatorily, with less
information to produce
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Principles (4)
EuropeAid
PADOR is a database for organisations, but access is
made by individuals, through personal access rights
defined and managed by the organisation
Integration of LEF data for entities already validated by
DG BUDG (which have already had a contract with the
European Commission)
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Aims (1)
EuropeAid
Improve knowledge of Potential Applicants
o
o
o
improve knowledge of EuropeAid’s existing or
potential Partners
build a database accessible to all services of
EuropeAid and EU Delegations
answer requests (from European Parliament,
European Court of Auditors, Internal Audit Service,
OLAF, the media, etc…)
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Aims (2)
EuropeAid
Improve service provided to EuropeAid’s partners
o
o
o
Registration only once; valid for all the Calls for
Proposals
Permanent access to register / update data
First On-line Service module – other on-line
modules under analysis (in most likely
chronological order for the forthcoming years):
• Monitoring of Call for Proposal process
• Application to Call for Proposal
• Application to Call for Tender
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PADOR Data
EuropeAid
PADOR Data:
o related to the entity itself
o The data related to the proposal is still submitted
via the application form
Data requested is the same as currently requested in
the paper grant application form
o Today, this data is requested in Chapter II of the
application form for each applicant, for each Call
for proposals (but is not encoded in a central
database)
o Idem for Chapter III, for partners
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PADOR Data
EuropeAid
Legal Entity File (LEF) data:
o Administrative data (Name/Address/Legal status, etc)
verified in detail by the European Commission (DG
BUDG) when a contract is signed, prior to any payment
o On PADOR: possibility to print a LEF document pre-filled
with data encoded
Profile of the Development Actor:
o Non-profit/profit making
o Category (one choice only)
o Experience by sector (based on OECD list) and
geographical areas
o Target(s): target population
o Relationship with other organisation(s): parent or
satellites
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PADOR Data
EuropeAid
• Financial data
• Staff and Board of Directors data
• Strategies and methodologies
• Upload of scanned documents (statuses or equivalent
document, financial consolidated data, audit report,
when relevant)
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Security and confidentiality of PADOR data
EuropeAid
Double protection of your data:
1. Only EC authorized representatives (EuropeAid and
Delegations) have access to your data
o
Organisations registered in PADOR do not have access
to each others’ data
o
No transfer is operated to national authorities
2. The organisation (director/president/manager of the
organisation) manages the permissions to access PADOR
for its staff
o
3 kinds of permissions:
• Read only (consult the information)
• Read and update the information
• Sign, validate the information
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Shared benefits
EuropeAid
• Saves administrative time
• Reduction of the number of encoding mistakes
• Unique submission of the data and the documents
related to current chapter II and III of the grant
application form (Applicants do not need to resubmit
their data for each Call for Proposals)
• Respect for the environment (saves paper)
• EuropeAid and Delegations have the benefit of a
shared database containing data about entities
applying for grants
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Timeline
EuropeAid
2007
oJune: pilote testing with a sample of 30 external
organisations (various countries, categories of actors
and sizes represented)
o
November: official launch
• Registration on PADOR accessible to all from the
web, via the EuropeAid website:
http://ec.europa.eu/europeaid/onlineservices/pador
• Registration compulsory only for a limited number
of Calls for Proposals – compulsory only for the
applicants
2008
obased on results of this first phase, registration on
PADOR could become compulsory for all applicants
(derogation procedure still available)
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EuropeAid
Supporting slides
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PADOR – 1. LEF data
EuropeAid
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PADOR – 2. Development Actor Profile
• Other LEF fields:
o Legal type: public/private
o Legal form: official national legal status
o Profit making: Yes/No
o NGO: Yes/No
• Value-based: Religious / Political / Humanistic / Neutral
• Link: is the entity linked with another entity?
o Yes – to my HQ
o Yes – to branche(s)
o No
EuropeAid
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PADOR – 2. Development Actor Profile
(Cont’d) - Category
EuropeAid
• Category: type of development actor
o Implementing Agency
o University / Education
o Institute of research
o Think Tank
o Foundation
o Association
o Media
o Network/Federation
o Professional and/or Industrial Organisation
o Trade Union
o Cultural organisation
o Commercial organisation
o Other Non State Actor
o Public Administration
o Decentralised representatives of Sovereign State
o International Organisation
o Judicial institution
o Local Authority
• Sector(s): based on OCDE DAC list of activities
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PADOR – 2. Development Actor Profile
(Cont’d) – Target(s)
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All / Tous publics
Child soldiers
Children (less than 18 yrs old)
Community Based Organisation(s)
Consumers
Disabled
Drug consumers
Educational organisations (school, universities)
Elderly people
Illness affected people (Malaria, Tuberculosis, HIV/AIDS)
Indigenous peoples
Local authorities
Migrants
Non Governmental Organisations
Prisoners
Professional category
Refugees and displaced
Research organisations/Researchers
SME/SMI
Students
Victims of conflicts/catastrophies
Urban slum dwellers
Women
Young people
Other(s)
EuropeAid
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EuropeAid
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Financial Data
EuropeAid
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Audit Report
EuropeAid
Possibility to upload the audit report of the entity for a
given year + reminder: compulsory when the grant
applied for is higher than EUR 500,000 (or EUR 100,000
for an operating grant)
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Staff information
EuropeAid
• Estimates of the
number of paid and
unpaid staff, in HQ,
expats and locally (in
Full Time Equivalent)
• Situation as of today
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Strategies / Methodologies
EuropeAid
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New financial Perspectives 2007/13: 7
instruments
EuropeAid
ENPI - Neighbourhood instrument 17 countries: Mediterranean, Eastern
Europe, Russia, Caucasus, Middle East (macroeconomic – bilateral)
EDF - European Development Fund : 78 African, Caribbean, Pacific countries
and Overseas Countries and Territories (OCTs) (macroeconomic – bilateral)
DCI - Development instrument : Latin America, (Central) Asia, East of Jordan,
South Africa, African, Caribbean, Pacific countries
o
Country specific programmes (macroeconomic – bilateral)
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Human social development
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Environment
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Non State Actors
o
Food security
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Migration and asylum
EIDHR:
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Democracy
o
Rule of law
o
Human Rights
o
Fundamental freedoms
IFS: Stability instrument : All third countries except industrialised countries
NSI:Nuclear safety instrument
ICI:Industrialised countries (macroeconomic – bilateral)
For information: IPA - Pre-accession instrument : 6 Western Balkans countries 34
and Turkey is managed by DG ELARG ; and ECHO, for Humanitarian Aid