Operational Programme (FEAD I)

Operational Programme (FEAD I)

 

PURPOSE

This document describes the actions related to Programming and Follow-Up and more specific those related to the Operational Programmes for FEAD: Food and/or basic Material Assistance Operational Programme (OP I) and Social Inclusion of the Most Deprived Persons Operational Programme (OP II).

 

REGULATION

More detail regarding the regulation of the Operational Programme FEAD can be found in 'About SFC2014' section of this portal.

ROLES

Roles involved in OP are:

MS Managing Authority	Upload Operational Programme Documents Record Operational Programme Consult Operational Programme Delete Operational Programme Validate Operational Programme Send Operational Programme Return Operational Programme for Modifications Cancel Operational Programme Create New Version of an Operational Programme
MS Audit Authority	Consult Operational Programme

 

FUNDS

FEAD

 

PRE-CONDITIONS

The CCI number used for the Operational Programme must have been previously allocated by the Commission. The list of values in the creation wizard will contain all allocated FEAD CCI numbers.

 

Workflow

 

This section shows the lifecycle to create and manage an Operational Programme FEAD.

Click here to see the OP FEAD workflow diagram in high resolution.

 

 

Create the Operational Programme (FEAD I)

 

REMARK

To create the OP you must have MS Managing Authority with Update access for the FEAD funds covered by the CCI (you need update permission for all Funds covered by the CCI). The CCI number used for the Operational Programme must have been previously allocated by the Commission. The list of values in the creation wizard will contain all allocated FEAD CCI numbers. There are two types of Operational Programmes for FEAD: Food and/or basic material assistance Operational Programme (OP I) Social inclusion of the most deprived persons Operational Programme (OP II)

 

1. To access into Operational Programme (FEAD) section, first click on the Programming link in the menu and then on the Operational programme (FEAD) link.

 

 

2. Click on the Create new programme link to create a new Operational Programme I.

 

 

You are redirected to Operational Programme creation:

 

 

3. Enter or Select the following information:

(1) Select a CCI.

The CCI list contains all allocated FEAD CCIs for the Country of the User's Node and which contain the Funds for which you are registered (you need update permission for all Funds covered by the CCI).

If the CCI code is not in the list, the user can Request a new CCI number via the CCI Request form. The question mark explains this with the following text: "When your CCI number is not in the list it is either not yet requested or not yet allocated. Use the "Request a new CCI Number" to go to the CCI Request Form."

(2) Enter a Title.

(3) Select a First year.

(4) Select a Last year.

First Year is pre-filled with 2014 and Last Year with 2020. Both fields can be updated but First Year needs to be smaller than Last Year and between 2014 and 2022.

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

 

The status of the Operational Programme is Open.

On Create, the initial Operational Programme structure is created and a Table of Content (ToC)/Navigation Tree, specific to the type of programme, is presented, so the user can continue to populate the structured data of the Operational Programme. When FEAD Programme (CCI like '%05FMOP%') then create OP I: Food and/or basic material assistance Operational Programme when FEAD Programme (CCI like '%05FSOP%') then create OP II: Social inclusion of the most deprived persons Operational Programme.

The Financial Plan by year is automatically created for all years between First and Last Year.

 

Record/Edit the OP FEAD I

 

Find all the information to complete each screen of the Operational Programme FEAD I: Food and/or basic material assistance, below there are the links to the main sections:

 

• General

• Programme Formulation

• Situation

• Material Deprivation Types

• Other

• Implementation

• Identification of most deprived

• Selection of Operations

• Selection of Partners

• Complementary with ESF

• Institutional Set-up

• Monitoring & Evaluation

• Technical Assistance

• Involvement of Stakeholders

• Financing Plan

• By Year

• By Type

 

General

Version Information

 

The Version Information contains information on the identification and status of the Operational Programme FEAD I version; the CCI, Title, Version Number, Status, Current Node etc.

The Version information can be modified once the version has been created:

 

1. Click on the Edit button to modify the general information of the operational programme.

 

 

The edit details form pop-up window appears:

 

 

2. Enter or select the following information:

(1) Select a CCI.

(2) Enter a Title.

(3) Select a First year.

(4) Select a Last year.

(5) Click on the Update link to save all the information.

 

Note

CCI can only be updated when Version 1. But it can only be replaced by a CCI of the same type. The CCI list contains all allocated FEAD CCIs of the same Budget Source for the Country of the User's Node. In Version 1, First Year is pre-filled with 2014 and Last Year with 2020. Both fields can be updated. In subsequent versions, only the Last Year can be extended up until 2022.

 

Officials in Charge

 

Note	Officials in Charge can be updated at any time, independent from the status of the Operational Programme.

 

• Clicking on the Add button will open a pop up window allowing you to add a new official in charge.

• Selecting an Official in Charge row and click on the Edit button will allow you to modify the selected official in charge information.

• Selecting a row and clicking on the Delete button will remove the data of the selected row.

 

1. Click on the Add button to add a new official in charge.

 

 

The Edit Details pop-up window appears:

 

 

2. Enter the following information:

(1) Enter the Name.

(2) Enter the Email.

(3) Click on Update to save the information.

 

REMARK

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 Operational Programme since it was created, for example:

 

Documents

 

The following documents will be foreseen:

 

Description	Non-Integral	Integral	System	Required
Supplementary information		X
Other Member State Document
Snapshot of data before send		X	X	X
Acknowledgment of Receipt			X	X
Draft Report of the Ex-ante Evaluation with an executive summary		X		X (only on version 1)
MS Request to withdraw programme version	X
MS Request to return programme version for modification	X

 

 

Uploading & Sending Documents

 

Multiple documents can be uploaded in the OP.

• 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 button will 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.

 

REMARK

Integral Documents ('Official Proposal', ' Draft Report of the Ex-ante Evaluation with an executive summary', ' Documentation on the assessment of the applicability and the fulfilment of ex-ante conditionalities', ' Opinion of national equality bodies on sections 12.2 and 12.3', ' Citizens' summary') are only sent once the Operational programme is sent. Referential Documents (i.e. 'Other Member State Document') can be sent at any time independently of the status of the Operational programme. A document is only visible to the Commission when the sent date is visible.

 

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 link to save the information.

 

REMARK

Commission Reference 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 a 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.

 

 

REMARK

The Update & Send option is only shown for documents which are not an integral part of the OP.

 

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 Operational Programme document.

 

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 Update (2) to hide the Operational Programme document.

 

 

Observations

 

This section is to provide any relevant information to the Operational Programme.

 

 

1. Enter the following information:

(1) Enter an observation.

All Users who have Read permission on the Operational Programme will be able to read all Observations in the conversation.

All Users who have Read and Update Observation permission on the Operational Programme will be able to send an Observation and participate in the conversation.

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

 

Programme Formulation

Situation

 

1. Click on the Edit button to modify the Situation of the Operational Programme.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information.

(1) Edit the text.

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

 

Material Deprivation Types

 

Clicking on the Add button will open a pop up window allowing you to add a new material deprivation type.

Selecting a material deprivation type row and click on the Edit button will allow you to modify the material deprivation type information.

Selecting a row and clicking on the Delete button will remove the data of the selected row.

 

1. Click on the Add button to add new Material deprivation.

 

 

The edit details form pop-up window appears:

 

 

2. Enter the following information:

(1) Enter an ID.

(2) Enter a Type of Material Deprivation.

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

 

REMARK

When creating a Material Deprivation Type, a Material Deprivation Type record and an accompanying measures record will also be foreseen in the Financial Table per type. When deleting a Material Deprivation Type, the related records in the Financial Table per type will also be deleted. In subsequent versions > 1, Material Deprivation Types cannot be removed.

 

Type: 'n'

Description

 

Description of the main characteristics of the distribution of food or basic material assistance to be provided.

 

1. Click on the Edit button to modify the Description of the Material deprivation type.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

National Schemes

 

1. Click on the Edit button to modify the description of the National schemes.

 

 

The edit details form pop-up window appears:

 

2. Modify the information

(1) Edit the text.

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

 

Other

 

1. Click on the Edit button to modify Other information deemed necessary.

 

 

The edit details form pop-up window appears:

 

2. Modify the information

(1) Edit the text.

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

 

Implementation

Identification of most deprived

 

1. Click on the Edit button to modify the Identification of most deprived persons.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Selection of Operations

 

1. Click on the Edit button to modify the description of the Selection of Operations.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Note

Even if the programme contains 2 material deprivation types under programme formulation it is normal that there is only 1 text box under Selection of Operations: it was explicitly agreed that there would be only 1 text box for the whole Programme instead of one per Material deprivation Type/Type of Action.

Selection of Partners

 

1. Click on the Edit button to modify the description of the Selection of Partner Organisations.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Complementarity with ESF

 

1. Click on the Edit button to modify description of the Complementarity with the ESF.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Institutional Set-up

 

1. Click on the Edit button to modify the description of the Institutional set-up.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Monitoring & Evaluation

 

1. Click on the Edit button to modify the description of Monitoring and evaluation.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Technical Assistance

 

1. Click on the Edit button to modify the description of the Technical Assistance.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Involvement of Stakeholders

 

1. Click on the Edit button to modify the Involvement of stakeholders.

 

 

The edit details form pop-up window appears:

 

 

2. Modify the information

(1) Edit the text.

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

 

Financing plan

By Year

 

1. Click on the Edit button to modify the Financing plan By Year.

 

 

The Financing Plan By Year becomes editable:

 

 

2. Modify the information

(1) Edit the Fund amounts

(2) Edit the National Co-financing amounts.

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

 

 

Remark

Derogation provided by Article 20(1a): The Member State can exceptionally edit the table to request a co-financing rate of 100% to be applied to expenditure declared in payment applications during the accounting year 1 July 2020 - 30 June 2021 for the selected priority axis/axes by ticking the box in the column CO-FINANCING RATE FOR ACCOUNTING YEAR 2020-2021. Derogation provided by Article 20(1b): The Member State can exceptionally edit the table to request a co-financing rate of 100% to be applied to expenditure declared in payment applications during the accounting year 1 July 2021 - 30 June 2022 for the selected priority axis/axes by ticking the box in the column 100% CO-FINANCING RATE FOR ACCOUNTING YEAR 2021-2022.

 

Note	The records for all the years between First Year and Last Year are automatically foreseen.

 

By Type of Material Deprivation

 

1. Click on the Edit button to modify the Public Expenditure.

 

 

The Financing Plan by Type becomes editable:

 

 

2. Modify the information

(1) Edit the Public Expenditure

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

 

Note	This plan is presented for all Material Deprivation Types selected and defined in the beginning of the template, plus a record for Technical Assistance and for each Material Deprivation Type a record for the Accompanying Measures.

 

Validate the Operational Programme

 

REMARK

An Operational Programme can be validated only if its status is Open or Returned for modification by MS.

 

1. Click on the Validate link to validate the Operational Programme.

 

 

The system validates the following information:

 

REMARK

An Error will block you from sending the OP. The error(s) should be resolved and the OP must be revalidated. Note that a Warning does not block you from sending the OP.

 

CODE	VALIDATION RULES	SEVERITY
2	The system validates the integrity of the input fields	Info
2.1	Validate that the First Year and the Last Year are >= 2014 and <= 2022 and that First Year is <= Last Year.	Error
2.2	Validate that at least one Material Deprivation Type has been selected/defined in an OP I.	Error
2.3	Validate that at least one Action Type has been defined in the Financial Plan by type for an OP II.	Error
2.4	Validate that the Financing Plan by Year contains Fund Support (>=0) for all the years between First Year and Last Year.	Warning
2.5	Validate that the Financing Plan per Type of Material Deprivation contains Public Expenditure (>=0) for all Types of Material Deprivation, for their Accompanying Measures and for Technical Assistance.	Warning
2.6	Validate that the Financing Plan per Action Type contains Public Expenditure (>=0).	Warning
2.7	Validate that the sum of Public Expenditure in the Financial Plan by year = sum of Public Expenditure in the Financing Plan by type.	Error
2.8	Validate that at least one Official in Charge of the Member State exists.	Warning
2.9	Validate that the Fund Code used in the CCI code = FM or FS and that the Lead DG = 05.	Error
2.10	Validate for subsequent versions that compared to the previous adopted major version The First Year is not increased The Last Year is not decreased No Material Deprivation Types are removed (OP I) The Fund Support in closed previous years has not been increased.	Error
2.11	Validate that the co-financing rate on the Total in the annual table is maximum 85%	Warning
2.12	Validate that for version 1, the Draft Report of the EX-ante Evaluation (PRG.EEVA) was uploaded in the system. For consecutive versions, it is not mandatory to upload this document.	Error
2.13	Validate that in the Financing Plan per Type of Material Deprivation (OP I), the Accompanying Measures amount is <= 5% of its Material Deprivation amount.	Error
2.14	validate that all integral documents have at least one attachment with a length > 0	Error
2.16	Validate in the Financing Plan by Year, that the Fund Support amounts and the National Co-financing amounts have no decimals. "The financing plan by year must be in euros, without decimals"	Error
2.17	Validate in the Financing Plan by Type/Action (OP I/OP II), that the Public Expenditure amounts have no decimals "The financing plan by type/action must be in euros, without decimals"	Error
2.18	Validate in the Financing Plan by Year, that the column ‘100% co-financing rate for accounting year 2020-2021’ is not ticked	Error
2.16	Validate in the Financing Plan by Year, that the Fund Support amounts and the National Co-financing amounts have no decimals. "The financing plan by year must be in euros, without decimals"	Error
2.17	Validate in the Financing Plan by Type/Action (OP I/OP II), that the Public Expenditure amounts have no decimals. "The financing plan by type/action must be in euros, without decimals"	Error
2.18	Validate in the Financing Plan by Year, that the column ‘100% co-financing rate for accounting year 2020-2021’ is not ticked	Error
2.19	Validate in the Financing Plan by Year, that the column ‘100% co-financing rate for accounting year 2021-2022’ was not compared to last adopted version	Error

 

After all errors have been resolved the status of the OP becomes Ready to send.

 

An example of a validation window:

 

 

Send the Operational Programme

 

REMARK

An Operational Programme can be send only if its status is Ready to send, Sent or Returned for modifications by MS. For web users, "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 Operational Programme.

 

 

The system will ask you to confirm the send action:

 

2. Click on Yes to confirm. The status of the OP becomes Sent. Click on No to return to the Operational Programme.

 

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

 

Return Operational Programme for Modification

 

REMARK

The Member State must request to return the OP uploading a document called 'MS Request to return programme version for modification'. The Operational Programme version is in a status 'Sent' at the level of the Commission, or in a status 'Sent', ‘Open’, ‘Ready to send’ or ‘Returned for modification by MS’ at the owner node of the Member State and a lower Node exists. This scenario occurs when at the request of the Member State the Commission return an OP Version for modification because it is incomplete or incorrect and needs to be modified.

 

1. Click on the Add button to add the return document called 'MS Request to return programme version for modification'.

 

 

The Documents Details screen appears:

 

 

2. Enter or select the following information:

(1) Select a Document Type called 'MS Request to return programme version for modification'.

(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 & send to send the information.

 

On success, the Operational Programme has been set in status 'Return for Modification by MS'.

 

Delete the Operational Programme

 

REMARK

An Operational Programme 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.

 

1. Click on the Delete link to remove the Operational Programme from the system.

 

 

The system will ask you to confirm the delete action:

 

2. Click on Yes to confirm. Click on No to return to the Operational Programme.

 

Cancel the Operational Programme

 

REMARK

An Operational Programme can be cancelled only if its status is Open, Ready to send or Returned for modification by MS and has never been adopted to the Commission before.

 

1. Click on the Cancel link to cancel the Operational Programme.

 

 

The system will ask you to confirm the cancel action:

 

2. Click on Yes to confirm. The OP status becomes Cancelled. Click on No to return to the Operational Programme.

 

Create New Version of an Operational Programme

 

REMARK

A New Version of an Operational Programme can only be created when the current OP version status is Adopted by EC, Adopted by MS, Non Adopted by EC, Returned for modification by EC, Cancelled or Withdrawn at the request of the MS. It is a must to have the role of MS Managing Authority Update.

 

1. Click on the Create New Version link to create a new version of the Operational Programme.

 

 

The system will ask you to confirm the action:

 

 

2. Click on Yes to confirm. Click on No to return to the Operational Programme.

 

On success, a new version of the Operational Programme has been created as a copy of the last version. Its status was set to Open and the version number was incremented by one when the previous version was adopted by MS or EC, or Non Adopted by EC (ex. 1.0  2.0) or the working version was incremented by one when the previous version was returned for modification by the EC or cancelled (ex. 1.0  1.1).

 

When the status of the last version was 'Withdrawn at the request of the MS' and the user has chosen to create a new version based on the withdrawn version or on the last adopted version, then the version is incremented by one (ex. 1.0 -> 2.0).

 

Withdraw Operational Programme

 

REMARK

The Member State must request to withdraw the OP uploading a document called 'MS Request to withdraw programme version'. The Operational Programme version is in a status 'Sent' or 'Returned for modification by EC’ at the level of the Commission, or in a status ‘Open’, ‘Ready to send’, ‘Returned for modification by MS’ or ‘Cancelled’ at the owner node of the Member State and has previously been sent to the Commission. This scenario occurs when at the request of the Member State the Commission withdraw an OP Version and stop the amendment procedure.

 

1. Click on the Add button to add the withdraw document called 'MS Request to withdraw programme version'

 

 

2. The Member State must request to withdraw the OP selecting the withdraw document.

 

 

3. Enter or select the following information:

(1) Select a Document Type called 'MS Request to withdraw Programme version'.

(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 on Update & send to save the information and send the document to the Commission.

 

On success, the Operational Programme version status was set to 'Withdrawn at the request of the MS'.

 

REMARK

Withdrawals are subject to confirmation by the Commission. As a consequence of the withdrawal, the ongoing programme amendment will be deemed as never submitted and have no legal effect.