Implementation Report (FEAD I)

Implementation Report (FEAD I)

 

PURPOSE

This document describes the specifications and details related to the Implementation Report FEAD I. The deadline for submission is 30th of June starting in 2015 (Article 13 of FEAD Regulation). The content of the IR is included in the Commission Delegated Regulation 1255/2014.

 

REGULATIONS

More details about the regulation regarding the Implementation Report (FEAD) can be found in the About SFC2014 section of this portal.

 

ROLES

Roles involved in the Annual and Final Implementation Report for FEAD are:

MS Managing Authority	Record the Implementation Report for FEAD Upload the Implementation Report for FEAD Consult the Implementation Report for FEAD Delete the Implementation Report for FEAD Validate the Implementation Report for FEAD Send the Implementation Report for FEAD Return the Implementation Report for FEAD Create New Version of an Implementation Report for FEAD
MS Audit Authority	Consult the Implementation Report for FEAD

 

FUNDS

FEAD

 

PRE-CONDITIONS

The FEAD Operational Programme is Adopted by the Commission.

When creating, the Implementation Report for a specific Reporting Year doesn't yet exist.

 

Workflow

 

This section shows the lifecycle to create and manage the Annual and Final Implementation Report for FEAD:

 

 

Create the Implementation Report (FEAD I)

 

REMARK

To create the Implementation Report FEAD you must have MS Managing Authority with Update access. A FEAD Operational Programme must have been Adopted by the Commission in order for you to create an Implementation Report FEAD.

 

1. To access into the Implementation Report FEAD section, first click on the Monitoring link (1) in the menu and then on the Implementation Report (FEAD) link (2).

 

 

2. Click on the Create New Implementation Report link to create a new Implementation Report (FEAD).

 

 

You are redirected to the Implementation Report (FEAD) creation wizard:

 

 

3. Enter or Select the following information:

(1) Select a CCI.

The CCI list contains all adopted FEAD Programmes which contain Funds for which the User is registered. The list returns the CCI and the Programme Title.

(2) Select a Reporting Year.

The Reporting Year list contains all years smaller than the current year, starting from 2014 for which no Implementation Report exists. From 2023 onwards, the list will also contain '9999' which corresponds to the Final Implementation report.

(3) For information, you can enter the Date of consultation with the relevant stakeholders.

Monitoring Committee approval is not required by the regulations. The MA has to be able to create the report in absence of approval too.

(4) Click on the Finish button to confirm the creation.

 

The status of the Implementation Report is Open.

 

REMARK

The Implementation Report is linked to the last adopted version of the Operational Programme with a Decision Date smaller or equal to the last day of the Reporting Year. If this doesn't exist, it will be linked to the first adopted version. The records of the following Tables will automatically be created with the common indicator records: For OP I: Input indicators (2.3.1), Output indicators (2.3.2 and 2.3.4), Result indicators (2.3.3 , 2.3.5 and 2.3.6); The achievement values for previous Reporting Years are copied from the Implementation Report of the previous Reporting Year.

 

Record/Edit the Implementation Report (FEAD I)

 

Find all the information to complete each screen of the IR for FEAD. Below are the links to the main sections:

• General

• 2. Overview

• 2.1 Implementation

• 2.2 Horizontal principles

• 2.3 Common Indicators

• 2.3.1 Input Indicators

• 2.3.2 Output Indicators on food support distributed

• 2.3.3 Result Indicators on food support distributed

• 2.3.4 Output Indicators on basic material assistance

• 2.3.5 Result Indicators on basic materials assistance

• 3. Contribution to achieving objectives

• Annex: Summary of comments

 

General

 

Version Information

 

The Version Information contains information on the identification and status of the Implementation Report (FEAD) version; like the CCI, the Title, the Version Number, the Status, the Current Node, etc. It also shows the results of the last validation done on this Implementation Report version.

Only the Date of consultation with the relevant stakeholders can be updated.

1. Clicking on the Edit button will enable you the modification of the Date of consultation with the relevant stakeholders.

 

 

The Edit Details pop-up window appears:

 

 

2. Enter or select the modifications:

(1) Enter the new Date of consultation with the relevant stakeholder.

(2) Click on the Update link to save the information.

 

Officials in Charge

 

Note	Officials in Charge can be updated at any time, independent from the status of the Implementation Report (FEAD). 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:

 

 

Enter the following information:

(1) Enter the Name.

(2) Enter the Email.

(3) 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 Implementation Report (FEAD) since it was created, for example:

 

 

Documents

 

The following document types will be foreseen:

 

Description	Non-Integral	Integral	System	Required
Snapshot of data before send		X	X	X
Acknowledgment of Receipt			X	X
Other Member State Document	X
MS Reply to Observations in EC acceptance letter*	X

*Only allow on IR versions in status 'Accepted by EC'

 

REMARK

Note that all associated documents uploaded as 'Other Member State Document' must also be sent independently of the Implementation Report.

 

Uploading & Sending Documents

 

Multiple documents can be uploaded in the Implementation Report (FEAD).

• 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 in 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:

(1) Select a Document Type

(2) Enter a Title for your Document

(3) Enter a Document Date

(4) 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

(5) Enter a Title for your attachment.

(6) Select the Language of the document.

(7) Select the file to upload.

(8) Click on Update to save the information or Update & Send to send the document to the Commission.

 

REMARK

Commission Registration N° is only enabled for Commission Users, while Local Reference is only enabled for Member State Users.

 

The pop-up window closes and the documents are uploaded.

 

Sending an unsent non-integral Document

 

1. Once the document and attachment(s) have been uploaded select the document row in the list (1) and click on the Edit button (2):

 

 

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 Implementation Report FEAD. The 'Other Member State 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: http://ec.europa.eu/sfc/en/2014/support-ms/IRFEADI A document is only visible to the Commission when the Sent Date is visible.

 

Deletion of an unsent Document

 

1. Select a row (1) of a previously uploaded document and click on the Remove button (2) 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 Implementation Report (FEAD) documents.

 

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 (1) of a previously sent document and click on the Edit button (2) to hide the document and associated attachments.

 

 

2. Select the Hide Content option (1) and click on the Update link (2) to hide the Implementation Report document.

 

 

Observations

 

This section is used to provide any relevant information to the Implementation Report (FEAD). It can be used as a type of 'chat' between the Member State and Commission.

 

 

(1) Enter an observation.

All users who have Read and Observation permission on the Implementation Report will be able to send an Observation and participate in the conversation.

(2) Click on Add to save the information.

All Observations are kept against the specific version of the Implementation Report.

 

2. Overview

 

2.1 Implementation

 

Key information on the Implementation of the Operational Programme by reference to the Common Indicators for the Operations.

1. Clicking on the Edit button will open a pop-up window allowing you to enter an overview of the Implementation of the Operational Programme.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter a description text.

(2) Click on the Update link to save the information.

 

2.2 Horizontal principles

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information and the assessment of the Actions.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter a description text.

(2) Click on the Update link to save the information.

 

2.3 Common Indicators

 

2.3.1 Input Indicators

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information

 

 

The Table becomes editable:

 

 

2. Enter the following information:

(1) Enter the values for the different input indicators.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all common input indicators.

 

2.3.2 Output Indicators on Food Support distributed

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information on food support distributed.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter the values for the common output indicators for the different years.

(2) Enter the Cumulative value when Measurement Unit = %

(3) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I common output indicators on food support.

2.3.3 Result Indicators on Food Support Distributed

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the result indicators on food support distributed.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter the values for the result indicators for the different years.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I common result indicators on food support.

 

2.3.4 Output Indicators on Basic Material Assistance

 

2.3.4.1 Value of Goods Distributed

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the Output indicators on basic material assistance.

 

 

The table becomes editable:

 

 

2. Enter the following information:

(1) Enter the values for the Output Indicators.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I Numeric Common Output Indicators on Basic Material Assistance.

 

2.3.4.2 Additional Categories of Goods Distributed

 

1. Clicking on the ADD button will open a pop-up window allowing you to enter the information for the output indicators on basic material assistance – Definition of additional categories of goods distributed to children, homeless and other target groups.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter the ID

The ID is fixed depending on the Target group: Children à 16f, Homeless à 17f and Other à 18a and concatenates a sequence number.

(2) Define the Indicator

(3) Click on the Update link to save the information.

 

Note	Categories of goods created in previous Reporting Years cannot be deleted or updated.

 

2.3.4.3 List of most Relevant Categories of Goods Distributed

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the list of most relevant categories of goods distributed to children, homeless and other target groups.

 

 

The tables become editable:

 

 

2. Enter the following information:

(1) Select Yes/No/Blank as a measurement unit.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I Common Output Indicators on Basic material assistance and for all "Categories of goods distributed".

 

2.3.5 Result Indicators on Basic Material Assistance

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the result indicators on basic material assistance.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter the number for the result indicators for the different years.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I Common Result Indicators on Basic material assistance.

2.3.6 Result Indicators on support distributed through vouchers and cards

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the result indicators on basic material assistance.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter the number for the result indicators for the different years.

(2) Click on the Update link to save the information.

 

Note	The records will be automatically created for all OP I common result indicators on support distributed through vouchers and cards.

 

 

3. Contribution to achieving objectives

 

REMARK

Should only be displayed in the 2016, 2021 and Final Implementation Report, specified in Article 3 of Regulation (EU) 223/2014.

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information of the contribution to achieving the objectives of the FEAD.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter a description text.

(2) Click on the Update link to save the information.

 

Annex: Summary of Comments of stakeholders

Annex: Summary of the comments of the relevant stakeholders, as specified in Article 13(2) of Regulation (EU) 223/2014

 

1. Clicking on the Edit button will open a pop-up window allowing you to enter the information for the summary of the comments of the relevant stakeholders for OP I.

 

 

The Edit Details pop-up appears:

 

 

2. Enter the following information:

(1) Enter a description text.

(2) Click on the Update link to save the information.

 

Validate the Implementation Report (FEAD I)

 

REMARK

The Implementation Report can be validated when it is in a status 'Open' and currently resides at your Node. It is a must to have the role of MS Managing Authority Update.

 

1. Click on the Validate link to validate the Implementation Report (FEAD).

 

 

REMARK

An Error will block you from sending the Implementation Report (FEAD).The error(s) should be resolved and the Implementation Report must be revalidated. Note that a Warning does not block you from sending the Implementation Report (FEAD). When past year's achievement values are modified, a warning is displayed.

 

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): For FEAD (……05FM..OP…|……05FS..OP…)	Error
2.3	Validate that the linked Programme version is the last available with a Decision Date before or equal to the last day of the Reporting Year and with an "Adopted by EC" date < creation date of the initial IR version. If this Programme version doesn't exist, it must have been linked to the first adopted version.	Error
2.4	Validate that all integral documents have at least one attachment with a length > 0	Error
2.5	Validate for OP I and OP II in Table 2.3.1 on Input indicators that: the cumulative values (last column) of Indicator IDs 2<=1, 2a<=2, 2b<=2, 2c<=2, 2a+2b+2c<=2, 3<=2, 3<=1. 2a, 2b and 2c do not exist in OP II	Error
2.6	Validate for OP I in Table 2.3.2 on Output indicators on food support distributed that the annual values of Indicators IDs 11=sum (4:10)	Error
2.7	Validate for OP I in Table 2.3.3 on Result indicators on food support distributed that the annual values of Indicators ID 14>= 14a, 14>=14b, 14>=14c, 14>=14d, 14>=14e, 14>=14f	Error
2.9	Validate for OP I in Table 2.3.5 on Result indicators on basic material assistance that the annual values of Indicators ID 19>=19a, 19>=19b, 19>=19c, 19>=19d, 19>=19e, 19>=19f	Error
2.10	Validate for OP II in Table 2.3.2 on Output indicators on social inclusion assistance that the annual values of Indicators ID 20>=20a, 20>=20b, 20>=20c, 20>=20d, 20>=20e, 20>=20f	Error
2.11	Validate for OP I in Table 2.3.2 on Output indicators on food support distributed that the annual percentages of Indicators IDs 2.11.1 11a is >= 0% and <= 100% 2.11.2 11b is >= 0% and <= 100% and if 11 !=0 then 11b > 0%	Error
2.12	Validate for OP I and OP II that indicator values cannot be negative except for Indicator IDs 1, 2 and 3.	Warning
2.13	Validate for OP I and OP II that the "Date of approval of the report by the monitoring committee" / "Date of consultation with the relevant stakeholders" is not null.	Warning
2.14	Validate for OP I and OP II that values for previous years in the indicators tables are not modified. When modified, issue warning: "Values reported in the previous years for indicators <id> have been changed. Please include a justification in section 2.1 of this implementation report".	Warning
2.15	Validate for OP I in Table 2.3.2 on Output indicators on food support distributed that the annual values of Indicator IDs 12 or 13 > 0 when 11 !=0	Error
2.16	Validate for OP I on Table 2.3.5 on Result indicators on basic material assistance that the annual values of Indicator ID 19 > 0 when 15 !=0	Error
2.17	Validate for OP I that the "Summary of the comments of the relevant stakeholders" is not null.	Warning
2.18	Validate for OP I in Table 2.3.6 on Result indicators on support distributed through vouchers and cards that the annual values of Indicator ID 19bis>=19bis.a, 19bis>=19bis.b, 19bis>=19bis.c, 19bis>=19bis.d, 19bis>=19bis.e, 19bis>=19bis.f	Error

 

After all errors have been resolved the status of the Implementation Report becomes Ready To Send.

 

An example of a validation window:

 

 

Send the Implementation Report (FEAD I)

 

REMARK

The Implementation Report (FEAD) 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 Implementation Report, the user has the role of MS Managing Authority with Send access. 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 Implementation Report (FEAD) 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 the Implementation Report (FEAD).

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 Implementation Report version has been sent to the Commission or to an upper node and the status is set to Sent.

 

Delete the Implementation Report (FEAD I)

 

REMARK

An Implementation Report (FEAD) can be deleted only if its 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. It is a must to have the role of MS Managing Authority with Update access.

 

1. Click on the Delete link to remove the Implementation Report from the system.

 

 

The system will ask you to confirm the delete action:

 

 

2. Click on Yes to confirm or click on No to return to the Implementation Report FEAD.

 

On success, the Implementation Report is removed physically from the system.

 

Create a New Version of the Implementation Report (FEAD I)

 

REMARK

A New Version can only be created when the last Implementation Report version for the specific Reporting Year is 'Returned for modification by EC' or 'Non-Admissible'. It is a must to have the role of MS Managing Authority with Update access.

 

1. Click on the Create New Version link to create a new version of the Implementation Report (FEAD).

 

 

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 Implementation Report.

 

On success, a new version of the Implementation Report for FEAD has been created as a copy of the previous version, with a version number identical to the previous and a working version incremented by one. Its status was set to Open.

 

Additional Functionality

 

Early Warning Notification

 

An early warning notification job will run every year starting from 2015 on 1, 15, 20, 26, 27, 28, 29 and 30 of June. It will select all adopted FEAD Programmes for which no Implementation Report for Reporting Years smaller than the current year has been sent to the Commission.

For these Programmes, an email notification will be sent to the MS Officials in Charge of the Programme and to the subscribers of this Event Type. The notification will say:

"The Implementation Report [YYYY] for Programme [CCI] has not yet been sent to the Commission. Please submit it as soon as possible."