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Presentation Management-information ESF by Martin de Vries Coordinator Planning & Control

Presentation Management-information ESF by Martin de Vries Coordinator Planning & Control. September 19 th 2006 11:30 – 12:15 h. Organisation Chart. Organisation Chart. Tasks of Planning & Control.

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Presentation Management-information ESF by Martin de Vries Coordinator Planning & Control

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  1. Presentation Management-information ESFby Martin de VriesCoordinator Planning & Control September 19th 2006 11:30 – 12:15 h

  2. Organisation Chart

  3. Organisation Chart

  4. Tasks of Planning & Control • Planning:1. making a tender (the next year) of every grant executed (including ESF) for each awarding authority (= policy maker)2. making the budget of the agency SZW as a whole for the next year for the owner • Control:3. reporting regularly about the quantitative and qualitative realisation of the grants executed 4. reporting regularly about the financial situation of the agency as a whole5. reporting to Parliament and the press about 3., when asked. 6. give the management of the agency advise on matters of planning & control

  5. Informing the Stakeholders of ESF-3 European Commision European Parliament Dutch society:unions, employers, communities (towns),etc. h. 1-2 times p.year(budget realisation) i. Quarterly deviations (OLAF) Monitoring Committee j. yearly: qualitative k. 3-4 x p.year l. Questions of society / press Ministry of Social Affairs a. tender b. budget Owner (SG) Awarding authority (AM) AGENCYGen.Man. P&C d. month c. month e. Every 4 months c. month f. Weekly – by exception g. Questions of Parliament Minister of Social Affairs Prior to each year Realisation - ex post Council of Ministers Dutch Parliament Realisation – on demand

  6. Informing the Stakeholders of ESF-3Planning – internal (within the Ministry): • Tender for the awarding authority – prior to each year: products (# applications, end reports, handled) x productprice (= labour for each product x integral cost of labour) = estimated income for the agency SZW payable by the awarding authority • Budget of the agency SZW as a whole for the owner – prior to each year: sum of all the grants executed by the agency SZW - total cost of labour, housing, investments and overhead = estimated result of the year for the agency SZW as a whole

  7. Informing the Stakeholders of ESF-3Control – internal: • Information to the management of the agency – monthly: realized income (for every grant executed) = realised # products x price - realized costs (for the agency as a whole) = realized result expectation of income / costs / result at year-end problems encountered with the execution of ESF-3 developments personnel: # employed, % sick-leave, # hours worked (direct/indirect)

  8. Informing the Stakeholders of ESF-3Control - internal: • Information to the awarding authority – monthly: compensation payable = realised # products x price expectation of compensation payable at year-end # applications, end reports in stock to handle / handling time problems encountered with the execution of ESF-3 realisation of the EC-budget for ESF per priority / measurement expectation of realisation of the EC-budget at year-end

  9. Informing the Stakeholders of ESF-3Control - internal: • Information to the owner – every 4 months: realized income - realized costs = realized result expectation of income / costs / result at year-end developments personnel: # employed, % sick-leave, # hours worked

  10. Informing the Stakeholders of ESF-3Control – external: political • Information Council of Ministers – weekly: management-information by exception quantitative / qualitative information about ESF-projects • Informing Dutch Parliament - on demand report of the Minister of Social Affairs / questions asked in Parliamentquantitative / qualitative information about ESF-projects

  11. Informing the Stakeholders of ESF-3Control – external: European Commission • Declaration ESF-budget spent – 1-2 times a year: on-line reporting system of the EC N+2 declaration (see further) • Deviations end report > € 4.000 (individual projects) - each quarter on-line system OLAF-bureau (anti-fraude) • Execution of ESF – year-end / Evaluation (midterm, final, ex-post)  development of ESF granted per priority / measurement # people involved in ESF-project (male-female, age, origin, education) effectiveness of the ESF granted to projects

  12. Informing the Stakeholders of ESF-3Control – external: Dutch society • Monitoring Committee (representatives of EC + society) – 3-4 times a year: ESF granted to projects per priority / measurement developments of the execution of ESF-grants • Questions of the press / organisations within society - on demand transparancy and publicity of governance

  13. N+2 Declaration ESF-budget spent • EC principles of declarations: • N+2 (declaration of year N, before 31th December N+2) • All declarations until the final one end 2008 are provisional • Possible 2 additional declarations every year • Budgets not used in a particular year will be lost • Real costs • Costs must be paid

  14. N+2 Declaration ESF-budget spent

  15. N+2 Declaration ESF-budget spent

  16. N+2 Declaration ESF-budget spent Dutch declarations in the years 2001 – 2006:

  17. N+2 and the various stages during the project life-cycle: A. Subsidy determined (certification by certified auditor):- Taken into the N+2 declaration, without additional activities. B. Project ended, final report in progress by Agentschap:- For N+2 final reports should be blocked in the ESF-system (100%).- Blocking these final reports responsibility of the Manager Operations.- Indications the subsidy will not be determined as requested in the final report ? - consultant performs brief review of the final report (cert./IC).- if necessary: manual correction of expected on the final reports. C. Projectactivities still taking place:- year reports (results and costs of the project in the previous year).- represent real costs already paid; no certification by certified accountant.- regular activities consultants: brief review and blocking report in the ESF-system.

  18. Demonstration ESF-system (ESF Beheer) Using the ESF-system for reporting purposes:  system based on individual projects: insufficient reporting tool - e.g. monthly developments # products - e.g. # male / female participants in ESF-projects  invalid input in the system: insufficient input-controls  information not available in the system: insufficient data-model - e.g. categories applicants

  19. Demonstration ESF-system (ESF Beheer) Tools in the ESF-system regarding N+2 declaration:  Report N+2 declaration Brussel - reviewed - blocked in system Report N+2 declaration Brussel - not reviewed - not blocked yet  Report differences - project level: what’s the position reviewed - what can be gained by reviewing

  20. Demonstration ESF-system (ESF Beheer) Lessons that can be learned from ESF Beheer:  system should contain a flexible reporting tool system should contain sufficient input-controls  before engineering the system a clear data-model is essential

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