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Monitoring Information System Greece

Monitoring Information System Greece. STRUCTURAL FUNDS 2000-2006. Working Group Meeting Brussels, 22-23 June 2000. Objectives. Monitoring Information System for: All Authorities involved Managing authorities (MA) Paying authority Monitoring committees

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Monitoring Information System Greece

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  1. Monitoring Information System Greece STRUCTURAL FUNDS 2000-2006 Working Group Meeting Brussels, 22-23 June 2000

  2. Objectives • Monitoring Information System for: • All Authorities involved • Managing authorities (MA) • Paying authority • Monitoring committees • Financial control/ auditing authorities • All Operational Programs (OP) • All Structural Funds MIS - Greece

  3. Managing Authority (CSF) • Manages the system (in cooperation with the paying authority) • Sets the managing rules • Responsible for the operation • Responsible for data security (user access by request of MA of the OP) • Responsible for entire system operation • Responsible for CSF structure • Responsible for system “core” data MIS - Greece

  4. Managing Authority (OP) • Authorized to enter: • Program complement • Project acceptance criteria • Project/subproject programming & monitoring data • Monitoring committee data • Internal audit reports & follow-up actions • Shares audit reports with other authorities MIS - Greece

  5. Paying Authority • Single authorized user of financial flows module • Monitors payments of final beneficiaries • Monitors project related earnings • Cross-checks expenditures with central bank • Generates cost claims, DG16 flat files • Monitors the whole process of community & national contribution to final beneficiary with right to intervene MIS - Greece

  6. Paying Authority • Enters financial correction data • Monitors accounts (CSF, OP) • Cross-checks data regarding payments made by the Commission with central bank via flat-files • Manages audit results, responses of parties involved & follow-up actions • Monitors audits by other authorities MIS - Greece

  7. Financial Control • Monitors audits • Follows up on actions and recommendations • Applied to every level of the system (from CSF level to individual contract and single invoice) MIS - Greece

  8. Contents of the MIS • Common functionality • Independence from: • Structural fund • Operational program • Implementing authority • Common “core” data (system tables) • Customizable access menus & data MIS - Greece

  9. Planning • Monitors (structure & content) of: • The entire CSF & CI • All operational programs • Priority axes • Program complement (measures, final beneficiaries, eligible costs, eligibility dates -automatically checked by system) MIS - Greece

  10. Project Implementation • Monitors project implementation procedures • Project approval • Project modification MIS - Greece

  11. Project/subproject Monitoring • Monitors • Projects • Subprojects (legal contracts) • Update mechanism • Monthly (financial data) • Quarterly (financial & physical progress data) • Forecasts (expenditures & earnings) • Links to external data sources (consultants, etc.) MIS - Greece

  12. Financial Flows • Expenditure declarations • Commission payments • Account monitoring • Structural fund • Operational program MIS - Greece

  13. Financial Control • Monitoring of audits: • Scheduled • Ad-hoc • Records recommendations & follow-up actions • Complete tree-like structure (from CSF to single invoice) • Generates financial correction orders MIS - Greece

  14. Monitoring Committees • Monitoring committees: • CSF • Operational programs • Meetings/quorum • Members/roles • Decisions/follow-up actions MIS - Greece

  15. “Core” Data System Tables • System tables • Coding • Central management • Common tables shared between modules • Special access privileges MIS - Greece

  16. Data Collection Procedures • Mandatory input on monthly & quarterly basis • Dual layer for: data input and validation • Web-enabled application interface • Electronic data exchange via .txt, .xls, .mdb files • Benefits: timely, “valid” data collection MIS - Greece

  17. Problems & Solutions • Problem causes • Introduction of common terminology • Interpretation difficulties • User acceptance (age, background) • Solutions • Continuous support • Help desk • Web dissemination info MIS - Greece

  18. Data Exchange with DGXVI • Adoption of common coding • Format tested and validated for CSFII • Real data exchanged (testing purposes) • Flat file format regarding: • monitoring information (MO) • request for payment (DP) • payments made by the Commission (RE) MIS - Greece

  19. Data Exchange with DGXVI • Monitoring information (MO) • the proposed plan • the decided plan • the working plan • the national budgeted plan • the actual expenditure plan • the physical indicator plan MIS - Greece

  20. Data Exchange with DGXVI • Request for payment (DP) • Request for payment (type of payment and amount) • The certified expenditure plan (amounts that have been certified by the competent authorities) MIS - Greece

  21. Data Exchange with DGXVI • Payments made by the Commission (RE) • General banking data • Detailed data amounts per fund MIS - Greece

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