EMPLOYMENT AND SOCIAL AFFAIRS DG
Management of resources
The Director
Brussels, 20 March 2000
EMPL/F/1/ED/cm D(00) 61391
Note to the Heads of Unit of Directorates B and C
Subject : Deployment of the Structural Funds IT system in the Member States
As you all know, DG EMPL is developing the Structural Funds Common database (SFC), which is a database that will contain, initially, the financial plans and expenditure declarations for all the Structural Funds.
The main principle is that the "chef de file" for the intervention (OP, SPD level) in the Member States are responsible for sending the financial plans to the Commission. For example, it is likely to be the Ministry of Finance that will transmit the plans for Objective 1 programs (multi funds), while it might be the Ministry of Labour that transmit the plans for Objective 3 programs (mono fund).
There are basically 3 ways to transmit the financial plans (and later the expense declarations) :
- Via the Web-like application developed around the SFC database. The use of this application by the Member States just requires a PC with a browser and an ISDN line. It is also this application that will be used internally in the Commission to consult the SFC database
- Via structured files sent through electronic mail (for example via Internet).
- Via structured files sent through FTP (File Transfer Protocol, i.e. the standard Internet protocols to send files between 2 computers). The structure of the files is the same as in the previous solution. The advantages of FTP with respect to E-mail is the security (a standard E-mail message cannot be proved to come from the mentioned originator) and the fact that no manual intervention should be needed to process the files received by FTP.
In case none of these solutions can be implemented soon enough, there is always the possibility of having the financial plans input in the SFC database by Commission staff, on the basis of paper forms received from the Member States.
Given all this, the Commission now has to know more precisely what the intentions of the Member States are with respect to the transmission of those financial plans :
- Distinction between the input of the information and its validation. Indeed, it is possible that the data are provided at one level (for example at the regional level), and must be validated at another level (for example at the national level) before being forwarded to the Commission
- Identification (on OP/SPD level) of the ministry(ies) or other authority(ies) who will provide this information. Is it at the national or at the regional level ? Is it the Ministry of Finance for multi-fund programs ? Is it other ministries for mono-fund programs ?
- Likewise, identification (on OP/SPD level) of the ministry(ies) or other authority(ies) who will validate the information. Is it at the national or at the regional level ? Is it the Ministry of Finance for multi-fund programs ? Is it other ministries for mono-fund programs ?
- Distinction between the Managing Authorities and the Paying Authorities
- Identification of the preferred/possible techniques for them to send the information to us.
- Distinction between
- the sending of the financial plans (will they be ready soon enough to send them using one of the 3 electronic possibilities, or do we already have to expect to treat the financial plans on the basis of paper forms ?). The multi fund financial plans have to be introduced by the managing authority "chef de file".
- the sending of the expenditure declarations. The expenditure declarations can be introduced per fund by each payment authority.
To summarise, the following information is needed for each country and each OP/SPD:
- List of the Managing Authorities and their respective roles (input of the information or validation)
- List of the Paying Authorities and their respective responsibilities
- Preferred technical means to transmit the electronic information to the Commission.
This might also be the opportunity to ask the Member States if they want to be candidates to test the system, using one of the 3 techniques proposed.
I would be grateful if you could provide the requested information by the end of March 2000.
(signed)
A. WRIGHT
Copies :M. RieraDirector EMPL/B
Ms. Pavan-WoolfeDirector EMPL/C
M. David CoyneHead of Unit EMPL/A/4
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