STRUCTURAL FUNDS 2000-2006
Monitoring Information
System Greece
Working Group Meeting
Brussels, 22-23 June 2000
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 2
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 3
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 4
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 5
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 6
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)
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 7
Contents of the MIS
• Common functionality
• Independence from:
– Structural fund
– Operational program
– Implementing authority
• Common “core” data
(system tables)
• Customizable access
menus & data
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 8
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)
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 9
Project Implementation
• Monitors project
implementation
procedures
– Project approval
– Project modification
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 10
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.)
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 11
Financial Flows
• Expenditure
declarations
• Commission payments
• Account monitoring
– Structural fund
– Operational program
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 12
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 13
Monitoring Committees
• Monitoring
committees:
– CSF
– Operational
programs
• Meetings/quorum
• Members/roles
• Decisions/follow-up
actions
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 14
“Core” Data System Tables
• System tables
– Coding
– Central management
• Common tables
shared between
modules
• Special access
privileges
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 15
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
WG Meeting, Brussels
22-23/6/2000
ΠΡΟΓΡΑΜΜΑ :
ΥΠΟΠΡ/ΜΑ :
ΜΕΤΡΟ :
ΕΡΓΟ :
ΥΠΟΕΡΓΟ :
ΑΝΑΔΟΧΟΣ
ΑΦΜ
ΠΑΡΑΣΤΑΤΙΚΑ ΦΟΡΕΑ ΥΛΟΠΟΙΗΣΗΣ
Α/Α

ΠΑΡΑΣΤΑΤΙΚΑ ΑΝΑΔΟΧΟΥ
ΗΜΕΡ/ΝΙΑ
ΗΜΕΡ/ΝΙΑ
ΠΛΗΡΩΜΗΣ
ΕΠΙΛΕΞΙΜΟ
ΠΟΣΟ
ΠΛΗΡΩΜΗΣ
ΕΙΔΟΣ &
ΑΡΙΘΜΟΣ
ΠΑΡΑΣΤ.
ΗΜΕΡ/ΝΙΑ
ΠΙΣΤΟΠΟΙΗΣΗΣ
ΚΑΤΑΧΩΡΗΣΗΣ
ΣΤΟ
ΚΙΠΣ
ΕΙΔΟΣ
ΣΕΙΡΑ/
ΑΡΙΘΜΟΣ/
ΕΤΟΣ
ΗΜΕΡ/ΝΙΑ
ΠΟΣΟ
ΑΙΤΙΟΛΟΓΙΑ
ΠΛΗΡΩΜΗΣ
ΚΑΤΗΓΟΡΙ ΕΣ
ΕΠΙΛΕΞΙΜΗΣ
ΔΑΠΑΝΗΣ
2
3
4
5
6
7
8
9
10
11
12
Τα στοιχεία των στήλων 2-6 αντιστοιχούν σε πληροφορίες που υπάρχουν στο ΚΙΠΣ.
Στήλη 7 : Είδος παραστατικού (π.χ. τιμολόγιο, ΔΑΠΥ, κ.λ.π)
Στήλη 8 : Σειρά και αριθμός παραστατικού π.χ. Κ/1535/97
Στήλη 9 : Ημερομηνία έκδοσης παραστατικού
Στήλη 10 : Ποσό σε δρχ.
Στήλη 11 : π.χ. Προκαταβολή, 1ος λογ/σμός, κ.λ.π.
Στήλη 12 : Από το αρχείο επιλέξιμων δαπανών.
MIS - Greece
Slide: 16
Problems & Solutions
• Problem causes
– Introduction of common terminology
– Interpretation difficulties
– User acceptance (age, background)
• Solutions
– Continuous support
– Help desk
– Web dissemination info
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 17
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)
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 18
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
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 19
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)
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 20
Data Exchange with DGXVI
• Payments made by the Commission
(RE)
– General banking data
– Detailed data amounts per fund
WG Meeting, Brussels
22-23/6/2000
MIS - Greece
Slide: 21