ESF TA 2013, version 18/03/2013
ANNEX II
INTRODUCTION:
This list contains the actions planned in 2013 by DG Employment, Social Affairs and Inclusion concerning the budget heading for "non-operational technical assistance": 04.010401.
These appropriations shall cover interest due for late payment.
SUMMARY TABLE – OVERVIEW OF THE ACTIVITIES PLANNED FOR 2013 WITH THE CORRESPONDING AMOUNTS
ACTIONS / INDICATIVE AMOUNT IN EUR1. PROCUREMENT / 6,480,000
2. STAFF EXPENDITURE OTHER THAN OFFICIALS / 5,000,000
3. MEETINGS / 1,240,000
4. MISSIONS / 1,630,000
5. REIMBURSEMENT OF EXPERTS (TFGR) / 200,000
6. SUBDELEGATION / 1,150,000
TOTAL AMOUNT / 15,700,000
DETAILED LIST OF ACTIONS:
Budget heading
04.010401. Non-operational technical assistance
BASIC ACT
The appropriations under this item are intended to finance actions taken by the EC by virtue of the powers specifically conferred on it by Article 45(1) of Regulation (EC) No 1083/2006
AVAILABLE APPROPRIATIONS
€ 15,700,000
DESCRIPTION OF ACTIVITIES TO BE FINANCED
1. Procurement
The global budgetary envelope reserved for procurement is EUR 6,480,000.
Use of Framework Contracts (144 specific contracts)
1.1. Support for the daily operation of IT systems, training and user support
This activity covers: Service helpdesk, user support for desktop and applications, managing servers, computer databases, and IT training. Additionally this activity will cover the Local System Administrators, who take care of the technical/operational side of the system. It also covers the first level support help desk, with limited staff who gives to all end-users and particularly ESF directorates (E and F) that are left without administrative budget allocation. There will be 4 contracts in the 1st quarter to this end.
Another main activity: Development of IT projects which support the implementation and management of ESF activities, extended to other activities of EMPL or even other DGs in the strategy to reuse existing system and develop common tools across the EC. Deployment of IT systems such as EURES 2020, ESCO, EESSI, SFC 2014, DEFIS and AGORA follow this logic. (AGORA is a new strategic IT tool to be developed. It is an IT tool for the management and monitoring of meetings, distribution of documents though a secured network, invitations and the subsequent reimbursements.) There will be 4 specific contracts in the 1st quarter to this end. These contracts are under existing framework contracts.
1.2. Conferences and workshops on restructuring and adaptation to change
The activity includes the organisation of several conferences and workshops: One conference (Restructuring Forum) is in the field of businesses undergoing change concerning restructuring and adaptation to change, during the 3rd semester 2013and two workshops on personal and household services, during the 2nd and 4th semester 2013. These activities are directly in line with the fields of activity of ESF. The Restructuring Forum is dealing with actions anticipating and managing economic and structural changes to ensure more and better jobs for Europe. The organisation of the two workshops on personal and household services contributes to gender quality by facilitating job creation aimed at certain categories of unemployed women. Expected results: these workshops and the conference will facilitate the sharing of experiences useful for a better implementation and programming of ESF. The Restructuring Forum will be focused on the support systems that anticipate change, the support for company and sector restructuring and the support to help workers.
FWCs to be used: VC/2011/0137/Destree, VC/2011/0197/Travex, VC/2011/0199/Team Work, VC/2011/0200/Kick and Rush, VC/2011/0198/Adie Technics. The number of contracts is 9. Out of these 3 contracts will be signed in the 2nd quarter of 2013, while the 6 others will be in the 3rd and 4th quarters of 2013.
1.3. Publication on social innovation by Publications Office
The publication on social innovation aims to make high quality information available to the general public. The expected result: high quality information will be available to the general public. 1 specific contract will be signed in the 2nd quarter of 2013 (FWC CC10084).
1.4. Training and guidance for desk officers on new ESF and related policy issues
Training and guidance for desk officers on ESF and cohesion policy, negotiation skills, administrative reform and capacity building (by external trainers) to keep the desks officers updated on ESF and to enhance their knowledge in priority policy areas. Expected results: better quality of ESF related documents, in implementation and in programming, better position in negotiation with Member States and line DGs. It will be implemented through various framework contracts.
Activities included:
· Training for ESF desks on social inclusion. It will be implemented under a FWC contract (FWC No. VC-2011-0109).
· Preparation of policy guidance material and training course for ESF desk officers on the thematic objective "Enhancing institutional capacity and an efficient public administration ". It will be implemented by framework contract with EIPA (HR/R3/PR/2011/012/lot6).
· Other ESF related trainings, as described in the introductory part of this point, to be implemented by FWCs.
The FWC requests for services will be launched along the year of 2013. Specific contracts will be signed in the 2nd, 3rd and 4th quarters. The number of contracts is about 30.
1.5. Roma HLE follow-up process: meetings and conferences
Organisation of events (logistical support/travel expenses/catering, etc.) to promote the contribution of the ESF to Roma inclusion. Expected results: raise awareness about opportunities offered by the ESF, improve ESF implementation, better involvement of the Roma in ESF implementation. The events will provide exchange of good practices, lessons learnt for mutual learning and better implementation, preparation of ESF. To be implemented through FWCs. Up to 5 contracts will be signed in the 2nd and 3rd quarters of 2013.
1.6. Towards an ESF electronic payment system
It is a business analysis activity. The objective of this activity is that DG EMPL starts using one of the internal workflow systems for the management of the ESF as from 2014, which should be easy to implement and customised to DG EMPL specific needs. Expected results: increase efficiency by using a workflow system, which would mean a fully electronic payment system, electronic document management and which would ease case reporting and data management. To be implemented through FWC DESIS II FWC of DIGIT. 1 contract will be signed in the 2nd quarter of 2013.
1.7. Towards an ESF e-archiving
It is a business analysis activity. The objective of this activity is to implement a new ESF system of archiving which would be based on e-technology. The SFC system does not cover many activities related to ESF implementation. The aim is to replace the paper archives and move from a traditional physical archiving to an e-archiving for the ESF. To be implemented through FWC DESIS II FWC of DIGIT. 1 contract will be signed in the 2nd quarter of 2013.
1.8. Ad-hoc group of the ESF Committee on TNC Organisation of meetings
It is an information/consultation activity. To be implemented through the FWCs. 3 contracts will be signed in the 1st quarter of 2013 and 3 others in the 3rd quarter of 2013.
1.9. Coordination meetings of the ESF learning networks
It is an information/consultation, coordination activity. To be implemented through the FWCs. 3 contracts will be signed in the 1st quarter of 2013 and 3 others in the 3rd quarter of 2013.
1.10. ESF Communication Services
Maintenance and update of the ESF website, preparation of ESF publications, media relations and development of audio-visual awareness raising campaigns as well as other communication functions and tools, to up-to-date website, publication of various documents, production of audio-visual material and overall increased information availability for the general public. To be implemented through FWCs: VC/2010/0038, DI/06763, DI/06760, DI/06764, VC/2012/034, VC/2011/0137, VC/2011/0197, VC/2011/0198, DG COMM FWC for services (PO/2011-9/A1), DG SCIC FWC (SCIC/S6/2011/FWC/01. Estimated contracting schedule is as follows, throughout the year: 1st quarter: 4; 2nd quarter: 8; 3rd quarter: 4; 4th quarter: 5.
The above initiatives will also contribute to communication activities on the corporate communication priorities.
1.11. Publication, printing & storage of ESF documents by Publications Office
Publication, printing and storage of ESF documents, disseminate printed copies in EU languages of ESF publications. Expected result: provision of high quality information to the general public. To be implemented through OP FWC. Estimated contracting schedule is as follows, throughout the year: 1st quarter: 5 contracts; 2nd quarter: 2 contracts; 3rd quarter: 2 contracts; 4th quarter: 1 contract.
1.12. Establishment and maintenance of IT equipment (hardware/software)
This activity covers hardware/software required for DG EMPL users. The ESF horizontal TA is financing it proportionally to the staff of ESF desks. The activity will cover costs of acquisition, replacement and maintenance of software and equipment, fix and mobile (PCs, laptops, Iphones and Ipads, WiFi networks and hotspots, token, printers and servers), cost of licensing software applications (Oracle, Microsoft), expenses associated with hosting of IT systems servers in the Data Centre. Objective: to replace obsolete equipment, to acquire equipment according to users' increase, to maintain equipment and software. Expected result: efficient, up to date equipment, sufficient equipment according to population increase, maintenance of equipment and software. It is to be implemented through FWC-DIGIT. In the 1st quarter 15 contracts are to be signed. In the 2nd quarter 6 contracts will be signed.
1.13. Organisation of conferences to meet with audit authorities in the Member States
This activity consists of the organisation of events (logistical support / travel expenses / catering, etc.) to meet with ESF audit authorities in Member States which have several audit authorities, to give them harmonised guidance. Such conferences are only done for ESF. Expected results: to implement the ESF, to improve the knowledge of audit authorities. It is to be implemented through VC/2008/0063 FWC. 2 conferences are planned in DE and ES for sampling guidance in April. 2 contracts are to be signed in the 1st and 2nd quarter of 2013. 2 other conferences in other Member States to be defined are to be planned in the 2nd half of the year (two additional contracts are foreseen.).
1.14. ESF audits related to closure 2000-2006 & audits of Operational Programmes 2007-2013
This activity aims to improve the knowledge of audit authorities, increase the number of audits to have a better view on the assurance level of Managing & Control Systems in Member States. The expected results: re-performance audits of project audits and project audits of 2007-2013 and possibly closure audits 2000-2006. It is to be implemented through DG EMPL/REGIO/MARE joint FWC on audit services: VC/2009/876, 877, 878. The current framework contract is ending in January 2014; the tender procedure for a new framework contract will be launched in 2013. Based on previous years the number of contracts will be between 20 and 30, signed regularly along the year.
1.15. Development of an audit IT Tool - MAPAR
This activity follows a yearly commitment, which started in 2011. It will provide auditors and managers with an integrated environment to better organise and monitor audit tasks and associated files. To be implemented through FWC DIGIT/R2/PO/2009/029 Software acquisition Channel (SACHAII). 1 contract is to be signed in the 2nd quarter of 2013. (Application is different from ARACHNE risk scoring tool).
1.16. Risk scoring tool
Objective: to strengthen the Structural Funds management and control systems, identifying irregular circumstances of SF and CF operations. The expected result: list of most risky operations per Operational Programme. To be implemented through FWC DIGIT/R2/PO/2009/029 Software acquisition Channel (SACHAII). 1 contract for licenses is to be signed in the 1st quarter.
2. EXPENDITURE ON STAFF OTHER THAN OFFICIALS
The global budgetary envelope reserved for expenditure on staff other than officials is EUR 5,000,000.
2.1. Expenditure for staff other than officials
This budget covers expenditure for staff other than officials (contract agents/national experts on secondment/agency workers) who perform technical tasks to implement the ESF. The expected result is assistance in implementing the ESF in 2013.
3. MEETINGS
The global budgetary envelope reserved for meetings is EUR 1,240,000.
3.1. Meetings
This budget covers costs associated with a. / meetings of groups of experts associated with the ESF (in particular, the ESF Committee) throughout 2013
b. / meetings related to ESF evaluation networking, monitoring and evaluation partnership.
4. MISSIONS
The global budgetary envelope reserved for missions is EUR 1,630,000.
4.1. Missions
The objective is to pay the mission expenses for DG EMPL staff involved in the programming, monitoring and control of the ESF. These missions will contribute to the programming, implementation & monitoring on-the-spot activities supported by the ESF – control and audit of the ESF. This will result in local work with the Member States and a good coverage in terms of control & audit of activities supported by the ESF.
5. REIMBURSEMENT OF EXPERTS
The global budgetary envelope reserved for reimbursement of experts is EUR 200,000.
5.1. Reimbursement of experts of the task Force for Greece
This budget is for the reimbursement of expenses of experts of the Task Force for Greece. It funds the provision of necessary expertise to the Greek ESF implementation and to related areas. It will contribute to measures aimed at ESF partners. It will contribute to a better operation implementation and budget execution of the Greek ESF OPs for the period 2007-2013.
6. SUB-DELEGATION TO DG DIGIT AND ISPRA, EUR 1,150,000
6.1. Sub delegation - DG DIGIT – EUR 250,000
The purpose of this sub delegation is to finance expenditure to be incurred by DG DIGIT. This concerns the provision of services as described under Article 2 "Subject" of the Memorandum of Understanding, and covers the budget expenditure as calculated by DIGIT. DIGIT will provide and be responsible for the IT-related services covering all requirements for workstation management and office automation services (ITIC Service). The agreement will be signed in the 1st quarter of 2013.
6.2. Sub delegation – ISPRA – EUR 750,000
The objective is to establish a clearing house of methodology, advice and training for evaluation through a sub-delegation to ISPRA. Content: evaluation of impact of large ESF projects, based on ISPRA and ESF experience, on the basis of a well-established methodology and system. Expected results: resource centre for systematic assessment of ESF projects, support of different stakeholders in the systematic evaluation of the impact of large projects, support of Member States with the evaluation of ESF programmes and the assessment of their impact on participants. It will provide timely feedback to national authorities as well as the possibility for mid-term evaluation and changes of large ESF projects on a systematic basis.