Employment Status (EGF)
PURPOSE
This document describes the specifications and details for the Evaluation Report procedure related to Article 20 of Regulation (EU) No 1309/2013 of the European Parliament and of the Council of 17 December 2013.
The report that needs to be submitted concerns the employment status of the beneficiaries 12 months after the end of the implementation period.
REGULATIONS
More detail regarding the regulation of the Employment Status can be found in the 'About SFC2014' section of this portal.
ROLES
Roles involved in the Employment Status are:
|
MS Managing Authority
|
Create the Employment Status Record the Employment Status Upload the Employment Status Consult the Employment Status Delete the Employment Status Validate the Employment Status Send the Employment Status Return the Employment Status Create New Version of the Employment Status |
|
MS Audit Authority |
Consult the Employment Status |
FUNDS
|
EGF |
|
|
|
PRE-Conditions
The EGF Final Report has been sent to the Commission.
When creating the Employment Status, it doesn't yet exist.
When editing a version of an Employment Status, its status is 'Open', 'Ready to send' or 'Sent' at the level of the Member State and currently resides on your Node.
Workflow
This section shows the lifecycle to create and manage the Employment Status EGF.
If the Commission rejects an Employment Status, it is returned and a new version has to be created and go through the whole process. There are no modifying Employment Statuses once they have been submitted. The Commission cannot change an Employment Status – only respond.
Create the Employment Status (EGF)
|
Remark |
It is a must to have the privilege to create the Employment Status EGF, the user has the role of MS Managing Authority with Update rights. The Final Report is 'Sent'. The work version number is automatically provided by the system and starts at 0. |
1. To access the Employment Status (EGF) section click on the Employment Status (EGF) menu item.
2. Click on the Introduce employment status link to create a new Employment Status for EGF.
You are redirected to the Employment Status creation wizard:
Select the CCI
The CCI list contains all EGF Final reports sent to the Commission and managed at the User's Node and for which the User has read permission. The list returns the CCI, the EGF Reference and the Title.
The Final Report is Sent.
In case the CCI, report type combination already exists the system will display an error message saying that such a report already exists.
Click on the Finish button to confirm the creation action.
The status of the Employment Status is Open.
|
Remark |
The Employment Status is linked to the last version of the EGF Final Report that was sent to the Commission. The records of the tables in sections 2.1 and 2.2 will automatically be created from the equivalent tables in the linked EGF Final Report (Sections 3.1, Section 3.3). |
Record/Edit the Employment Status (EGF)
Find all the information to complete each screen of the Employment Status EGF. Below are the links to the main sections:
- General
General
Version Information
The Version Information contains information on the identification and status of the Employment Status Version like the CCI, the Title, the Version Number, the Work Version Number, the Status, the Status date, the Node where it currently resides, the type, the linked adopted Application version and its Commission Decision and the EGF number. It also shows the results of the last validation done on this Employment Status version.
Officials in Charge
|
Note |
Officials in Charge can be updated at any time, independent from the status of the Employment Status EGF. The email is directly accessible via the email link. |
·
Click on the Add button 
to add a new official in charge.
·
Select an official and click in the Edit button
to modify the information of this
official.
·
Select an official and click on the Remove button 
to delete the official in charge
selected.
1. Click on the Add button to
add a new official in charge.
The Edit Details popup window appears:
2. Enter the following information:
Enter the Name.
Enter the Email.
Click on Update to save the information.
|
Note |
Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users. |
History
This section shows all the actions that happened in the Employment Status EGF since it was created and the resulting Status, for example:
Documents
The Documents list shows all documents uploaded against this version of the Employment Status by Member State and by Commission. Member State Users see all their own Documents and the sent Commission Documents. Commission Users see all their own Documents and the sent Member State Documents.
Hyperlinks to the uploaded physical files allow reading the content immediately.
The email of User who sent the Document is directly accessible via the Sent By link.
The following document types will be foreseen:
|
Description |
Non-Integral |
Integral |
System |
Required |
|
Other Member State Document |
X |
|
|
|
|
Snapshot of data before send |
|
X |
X |
X |
|
Acknowledge of Receipt |
|
X |
X |
X |
Uploading & Sending documents
Multiple documents can be uploaded in the Employment Status EGF.
·
Clicking on the Add
button will open a pop-up
window allowing you to add a new document type with attachments.
·
Selecting a document row and click on the Edit buttonwill allow you to modify the document information. If
a document of type 'Other Member State Document' must be sent, you can select
the edit button in order to send the document.
·
Selecting a row of a previously uploaded
document and click on the Remove
button to
delete the document and associated attachments.
1.
Click on the Add
button to add a new document.
The document detail pop-up window appears:
2. Enter or select the following information:
Select a Document Type
Enter a Title for your Document
Enter a Document Date
Click on the Add button to add a new attachment
-
You can add multiple attachments by clicking on
the Add
button
-
You can remove unwanted attachments by selecting
the attachment and clicking on the Remove button
Enter a Title for your attachment.
Select the Language of the document.
Select the file to upload.
Click on Update to save the information or Update & Send to send the document to the Commission.
|
Remark |
Commission Reference N° is only enabled for Commission Users, while Local Reference is only enabled for Member State Users. The email of User who sent the Document is directly accessible via the ‘Sent By’ link. |
The pop-up window closes and the documents are uploaded.
Sending an unsent non-integral document
Once the document and attachment(s) have been uploaded select the document row in the list and click on the Edit button
2. Click on Update & Send to send the document to the Commission.
|
Note |
The Update & Send link will only be shown for documents which are not integral part of the Object and after at least one attachment was added. If more than one file are uploaded from the same document table, when clicking the Update & Send link, will send all the files and not only the one(s) for which the check-box has been ticked.
|
|
Remark |
Non-integral documents (ie. 'Other Member State Document') can be sent at any time independently of the status of the Employment Status. Non-integral document type demands a manual submission (they are NOT sent automatically within the Programme). The other document types, integral documents, are automatically sent - together with the encoded data – when the Programme is submitted to the EC. You can find in our Portal the types of documents that can be uploaded and sent by the Member State. A document is only visible to the Commission when the Sent Date is visible. |
Deletion of an unsent document
1. Select a row of a previously uploaded document
and click on the REMOVE button to delete the document and associated attachments.
A confirmation window appears:
2. Click on Yes to confirm deletion. Click on No to return to the Employment Status EGF.
Hiding a sent document
|
Note |
Sent Documents can never be deleted, but the sender can decide to hide the content for the receivers in case of an erroneous and/or accidental send. |
1.
Select a row
of a previously sent document and click on the Edit button to
hide the document and associated attachments.
2. Select the Hide Content option and click on Update to hide the document.
Observations
This section is used to provide any relevant information to the Employment Status EGF. It can be used as a type of 'chat' between the Member State and Commission.
Enter an observation.
All users who have Read and Observation permission on the Employment Status EGF will be able to send an Observation and participate in the conversation.
Click on Add to save the information.
All Observations are kept against the specific version of the Employment Status.
Employment Status
2. Beneficiaries of actions
Beneficiaries of actions implemented
2.1. Employment status of workers
Employment status of workers who actually benefited from assistance under this application 12 months after the end of implementation period.
|
Remark |
The total number of workers reported must be equal to the total number of workers reported in the linked Final Report version. |
1. Clicking on the Edit button will
open a pop-up window allowing you to enter the number of workers assisted.
2. Enter the following information:
Enter the number of workers of which are employed, unemployed, inactive & other 12 months after the end of implementation period.
Enter the number of women workers of which are employed, unemployed, inactive & other 12 months after the end of implementation period.
Click on the Update link to confirm and save the information.
2.2. Other information (workers)
Other information regarding the employment status of workers.
1. Clicking on the Edit button of
the other information will open a pop-up window allowing you to enter an
explanation.
The Edit Details pop-up window appears:
2. Enter the following information:
Enter the explanation.
Click on the Update link to confirm and save the information.
2.3. Employment status of NEETs
Employment status of NEETs who actually benefited from assistance under this application 12 months after the end of implementation period.
|
Remark |
The total number of workers NEETs reported must be equal to the total number of workers NEETs reported in the linked Final Report version. |
1. Clicking on the Edit
button of
the Employment status of NEETs will allow you to enter the number of workers
assisted.
The table becomes editable:
2. Enter the following information:
Enter the number of NEETs of which are employed, unemployed, inactive & other 12 months after the end of implementation period.
Enter the number of women NEETs of which are employed, unemployed, inactive & other 12 months after the end of implementation period.
Click on the Update link to confirm and save the information.
2.4. Other information NEETs
Other information regarding the employment status of NEETs
|
Remark |
Section 2.4 is displayed if and only NEETs are present in the linked Final Report. |
1. Clicking on the Edit button will
open a pop-up window allowing you to enter an explanation.
The Edit Details pop-up window appears:
2. Enter the following information:
Enter an explanation for the other information NEETs.
Click on the Update link to confirm and save the information.
Validate the Employment Status (EGF)
|
Remark |
The Employment Status for EGF can be validated only if its status is 'Open'. It is a must to have the role of MS Managing Authority with Update rights. |
1. Click on the Validate link to validate the Employment Status.
|
Remark |
An Error will block you from sending the Employment Status. The error(s) should be resolved and the Employment Status must be revalidated. Note that a Warning does not block you from sending the Employment Status. |
The system validates the following information:
|
Code |
Validation Rule |
Severity |
|
2 |
The system validates the integrity of the input fields |
|
|
2.1 |
Validate that at least one Official in Charge of the Member State exists |
Warning |
|
2.2 |
Validate that the CCI code matches the following regular expression (implicit in web): (…05EGFA…) |
Error |
|
2.3 |
Validate that all integral documents have at least one attachment with a length > 0 |
Error |
|
2.4 |
Validate in 2.1 that the total number of workers reported is equal to the total number of workers reported in the linked Final Report version. |
Error |
|
2.5 |
Validate in 2.1 that the total number of women workers reported is equal to the total number of women workers reported in the linked Final Report version. |
Error |
|
2.6 |
Validate in 2.1 that the number of women in each category doesn’t exceed the total number of workers of the same category. |
Error |
|
2.7 |
Validate in 2.1 for categories ‘Self-employed’ and ‘Inactive in education or training’ that the number of women is not empty if the respective number of workers is not empty. |
Error |
|
2.8 |
Validate in 2.3 that the total number of NEETs reported is equal to the total number of NEETs reported in the linked Final Report version. |
Error |
|
2.9 |
Validate in 2.3 that the total number of women NEETs reported is equal to the total number of women NEETs reported in the linked Final Report version. |
Error |
|
2.10 |
Validate in 2.3 that the number of women in each category doesn’t exceed the total number of NEETs of the same category. |
Error |
|
2.11 |
Validate in 2.3 for categories ‘Self-employed’ and ‘Inactive in education or training’ that the number of women is not empty if the respective number of NEETs is not empty. |
error |
|
2.12 |
Validate in 2.1 that the number of self-employed workers doesn’t exceed the total number of employed workers. |
Error |
|
2.13 |
Validate in 2.1 that the number of workers in education or training doesn’t exceed the total number of inactive workers. |
Error |
|
2.14 |
Validate in 2.1 that the number of self-employed women workers doesn’t exceed the total number of employed women workers. |
Error |
|
2.15 |
Validate in 2.1 that the number of women workers in education or training doesn’t exceed the total number of inactive women workers. |
Error |
|
2.16 |
Validate in 2.3 that the number of self-employed NEETs doesn’t exceed the total number of employed NEETs. |
Error |
|
2.17 |
Validate in 2.3 that the number of NEETs in education or training doesn’t exceed the total number of inactive NEETs. |
Error |
|
2.18 |
Validate in 2.3 that the number of self-employed women NEETs doesn’t exceed the total number of employed women NEETs. |
Error |
|
2.19 |
Validate in 2.3 that the number of women NEETs in education or training doesn’t exceed the total number of inactive women NEETs. |
Error |
After all errors have been resolved the status of the evaluation Report becomes Ready To Send.
An example of a validation window:
Send the Employment Status (EGF)
|
Remark |
The Evaluation Report can only be sent once the Validation Errors have been removed and the status is 'Ready To Send' or 'Sent'. It is a must to have the privilege to send the Evaluation Report, the user has the role MS Managing Authority Send. The "4 eye principle" must be respected. Therefore, the user sending must be different from the user who last validated. The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC. Sending of the different objects is generating a snapshot document and after the sending an acknowledge document is generated by the European Commission. |
1. Click on the Send link to send the Employment Status to the Commission or to an upper Node.
The system will ask you to confirm the send action:
2. Click on Yes to confirm or click on No to return to Employment status.
3. The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC.
Sending of the different objects is generating a snapshot document and after the sending an acknowledge document is generated by the European Commission.
This acknowledge document is signed but the Member State was not signing the snapshot document. The EU Login now provides a functionality of signing without forcing the user to have a certificate. The action to sign will only be triggered when sending to the European Commission:
(1) Enter your SFC2014 Password
(2) Click on the 'Sign' button
On success, the Employment Status version has been sent to the Commission or to an upper Node and the status is set to Sent.
Delete the Employment Status (EGF)
|
Remark |
It is a must to have the privilege to delete the Employment Status, the user has the role of MS Managing Authority Update. The Employment Status can only be deleted when the status is Open, Ready to send or Returned for modification by MS, and has never been sent to the Commission before and has no sent documents attached. The delete is a physical delete from the system. |
1. Click on the Delete link to remove the Employment Status from the system.
The system will ask you to confirm the delete action:
2. Click on Yes to confirm or click on No to the Employment Status.
Create a New Version of the Employment Status (EGF)
|
Remark |
It is a must to have the privilege to create a new version of the Employment Status, only the user with the role of MS Managing Authority Update can create it. A New Version of the Employment Status can only be created when the last version of the same Type has the status 'Returned for Modification by EC'. |
1. Click on the Create New Version link to create a new version of the Employment Status.
The system will ask you to confirm the creation of a new version:
2. Click on Yes to confirm. Click on No to return to the Employment Status.
On success, a new version of the Employment Status has been created as a copy of the previous version, with a version number identical to the previous and a working version number incremented by one. Its status was set to 'Open'.
Additional Functionality
Early warning notification
· An early warning notification job will run once per week. It will select all EGF Final Reports already sent to the Commission at least three months ago for which no Employment Status has been created yet and for which no notification has been previously sent.
For these Final Reports, an email notification will be sent to the Managing Authority of the Programme and to the subscribers of this Event Type. The notification will say:
"According to Article 7 of Commission Implementing Decision, …(name of MS) shall make available to the Commission all necessary information regarding the actions supported by the EGF and the beneficiaries of each action, in particular the employment status of the beneficiaries in …(date = end of implementation period + 12 months), with a breakdown by sex and by category of worker."