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EAMR - External Assistance Management Report -

EAMR - External Assistance Management Report -. Agenda. What is EAMR? What is an EAMR delegation? Control Pyramid and SPP Cycle Access Permissions Welcome page Search Roles Fill in Reporting Head of Delegation Print your EAMR. What is EAMR?. What is EAMR? A report :

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EAMR - External Assistance Management Report -

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  1. EAMR - External Assistance Management Report -

  2. Agenda • What is EAMR? • What is an EAMR delegation? • Control Pyramid and SPP Cycle • Access • Permissions • Welcome page • Search • Roles • Fill in • Reporting • Head of Delegation • Print your EAMR

  3. What is EAMR? • What is EAMR? • A report: • Management report • Accountability report • Who uses it? • EU Delegations to Headquarters once a year (until the 31st of January) • How does it work? • Via an online tool with links to CRIS via Data Warehouse,which: • Allows registration • Allows the signature of the report by the HoD, and • Allows the PDF generation of the report

  4. Who reports on what? • Types of EAMR delegations: • National delegations(for example Malawi) • Regional delegations(for example Nicaragua,'mother delegation' for Costa Rica, and Honduras as regional offices) • Regionalised delegations (regional offices in the above example) • Not necessarily 'Delegation in charge' in CRIS!

  5. Control pyramid meets the SPP cycle SUB-DELEGATION OF RESPONSIBILITIES ACCOUNTABILITY – DAS

  6. Permissions • Manually granted to you by your USM/LPM or by the DEVCO APPLICATION Supportteam • ENCOD: CRIS - EAM - ENCOD - DELG – delegation code • REVIEW: CRIS - EAM - REVIEW - DELG – delegation code • HEADOF: CRIS - EAM - HEADOF - DELG – delegation code • For example, the permission needed by a Head of Delegation is: • CRIS / Entity: EAM - EAMR • Role: HEADOF - Head of Delegation • Constraint code: DELG – Delegation • Constraint value: XX – country code

  7. Access • Intranet left menu – Delegations>EAMR • Intranet right menu DEVCO tools>EAMR

  8. Login Enter your EC e-mail address Click "Next" and enter your password Heads of Delegation need to access EAMR using their EEAS e-mail address and ECAS password!

  9. Welcome Page • Click on My EAMR • Displayed above: language + login + role

  10. Welcome page • View delegations according to permissions • Regional permissions = regional + regionalized reports • Regionalized permissions = regionalized reports

  11. Search for a Final Report • Staff at Headquarters: Final report>Search – finalized reports: • Finalised reports can be searched by delegation or by exercise:

  12. Open / Save the Report To open/save the report or one of the annexes, click on the PDF icon and on icons next to each annex:

  13. Roles CONSULT Views draft and finalized reports ENCOD Enters information (all sections) Verifies entered information (all sections) REVIEW Verifies and enters information (all sections) Signs the report HEAD of DELEGATION

  14. My EAMR • Nine sections need to be filled in • Section 8, Statement of Assurance, can only be filled in by the Head of Delegation • Section 9 includes all the documents to be attached to the EAMR • The Projects list contains all operationally active decisions & contracts (not linked to CRIS decisions-projects)

  15. My EAMR • Mark: mark a section as finalised, once all its tabs are filled in • Status: status of the section: Finalized, if it was marked as such • Last update: when the section in question was last updated and by whom • Last user: the login of the user who last updated the section

  16. Fill in the sections • To start entering data for a section, click on its title: • For each section, a number of tabs must be filled in: Questions, KPIs (Key Performance Indicators) or Indicators (or others)

  17. Questions • For questions, enter your free text answers or tick the Yes/No buttons • In some cases, there can also be drop-down lists

  18. Validating information Save/Mark/Unmark 1. The information is automatically saved on closing the pop-up 2. To validate the information in a section, it as finalized 3. The next role can Unmark the section and send it for correction

  19. Indicators • Indicator = quantitative measurement of a specific aspect of the execution of the project/programme • Types of indicators: • Key Performance Indicators (KPIs) – benchmarked • Other indicators – no benchmark • Indicators Glossary: full description, accessible via: • the help icon next to each indicator • the help button available in any section

  20. Internal Control Standards (ICS) • The EEAS fills in a survey • Internal Control Standards are imported from this EEAS survey – the values coming from the survey are not modifiable in EAMR • The final KPI value is computed based on the information that has been filled in – the indicators that are not filled in the survey are not taken into account

  21. KPIs Calculation • Provided by user: (figure, YES/NO etc.): • Automatically extracted: • Value from user and data extracted: final value computed by system

  22. KPIs Benchmarks and flags • KPIs are benchmarked (specific to each EAMR exercise): • within the benchmark, it receives a green light • outside the benchmark, it receives an orange warning light Note that the Projects table must be filled in/updated first, as it provides information for the automatic calculation of KPI 5 and 6 and I 5 from Section 3 - Implementation and Results and of KPI 18 from Section 5 - Controls!

  23. KPIsSummary Section 8 • A summary of the results of all indicators throughout all sections grouped in 3 categories: • Sound Financial Management and Efficient Use of EC Resources • Efficiency of Internal Controls • Efficiency of Audit Systems Before signing the statement of assurance, the HoD must analyse the KPI results and provide his own assessment of the Delegation's performance per each KPIs category!

  24. Projects section • The Projects table provides a snapshot decisions and contracts per delegation (not linked to CRIS decisions, 'EN' commitment) extracted from CRIS: • Type (CTR for the contracts and DEC for decisions) • Reference (CRIS number) • Title (title of the project) • Del (Delegation in charge) • BZ (Zone benefiting from the action) • Value (amount in Euro) • Whether the project is thematic or geographic • Whether budget support was received or not • Status • Information missing on the KPIs KPI 5, 6, 18, 19 and I 5in CRIS and for contracts (this information does not exist in CRIS) can be entered manually in this section

  25. Projects section

  26. Projects section • For KPI 19, you have to specify if: • An evaluationwasforeseen - Yes / No • Contracted - Yes / No • If yes: the contractreferenceismandatory

  27. Attached Documents Mandatory: • Last organization chart of the Delegation • Report on derogations and prior approvals • List of the bank accounts of the Commission • Other documents depending on the delegation

  28. Attached Documents • Click on Add new Annex in order to attach the documents • For the Data Warehouse reports, you must first run and save the reports • TheDERL01Breport is attached automatically once the HoD has provided a justification in the 'Statement of Assurance' section

  29. Head of Delegation • Access using the EEAS e-mail • Empowerment is not allowed! • Reviews the final content of the report • Ensures information is reliable, complete and accurate • Marks all sections as finalized • Gives a global assessment light + free-text assessment to the 'KPI summary' • Provides a comment on the 'DERL01B' report in section 8 • Signs the 'Statement of assurance' in section 8

  30. Statement of Assurance Regional delegations Chargé d’affaires of Regionalised Delegation 1 Head of Regional delegation Chargé d’affaires of Regionalised Delegation 2

  31. Statement of Assurance KPIs Summary: Global assessment • The Head of Delegation analyses the KPIs results and provides a green/orange light for the Delegation's performance for each KPI category: • In both cases, the HoD must provide a comment on the performance achieved by the delegation for each KPI category • For an orange light, the HoD must: • Justify the imbalances compared to the benchmarks • Describe remedial actions

  32. Statement of Assurance Questions • Weaknesses on the internal management and control systems • Click on the New button and fill in the empty columns • In the comment box, the HoD must comment on the "Deviations and prior approvals" report

  33. Statement of Assurance Signature • Can only be signed if: • All sections were filled in and marked as finalized by all persons in charge • The HoD gave a global assessment flag for all KPIs results in section 8 • The HOD commented on the 'Deviation and Prior approvals' report • All the mandatory annexes have been attached in section 9

  34. Printing your EAMR • After the signature of the Statement of assurance, you can view, print, or save the final PDF version of the EAMR report • Click the Print button in any section of the application • The report will be automatically printed • The mention FINAL appears on the cover page of the report

  35. Thank you!

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