eCohesion new initiative within IT systems of Member

e-Cohesion – new initiative within IT systems of Member States in 2014 -2020 Fifth Meeting of the Expert Group on Delegated and Implementing Acts for the European Structural and Investment Funds 15/04/2013 Christophe de Lassus – European Commission DG Regional & Urban Policy IT Head of Unit Regional Policy

Cohesion Policy – a vehicle of Europe 2020 targets • Malmö Ministerial Declaration on e. Government Inclusive Growth • Granada Ministerial Declaration Europe 2020 on the European Digital Agenda Smart Growth Sustainable Growth Regional Policy • By 2015 50% of citizens should use e. Government • By 2015 80% of businesses should use e. Government

COM's proposal MAIN ARTICLE ON E-COHESION • PART THREE: GENERAL PROVISIONS APPLICABLE TO ERDF, ESF AND CF • Management and control systems • Article 112 Responsibilities of Member States • (…) • 3. Member States shall ensure that no later than 31 December [2014] all exchanges of information between beneficiaries and managing authorities, certifying authorities, audit authorities and intermediate bodies can be carried out [solely] by means of electronic data exchange systems. • The systems shall facilitate interoperability with national and Union frameworks and allow for the beneficiaries to submit all information referred to in the first sub-paragraph only once. • The Commission shall adopt, by means of implementing acts, detailed rules concerning the exchanges of information (…) Regional Policy

Electronic exchange of information in 2014 -2020 period including e-Cohesion SFC 2014 database Businesses - programme level Non-profit organisations Other Art. 112(3) Electronic exchange of information with beneficiaries - project level Art. 63(4) All official exchanges of information between the Member State and the Commission Beneficiaries Public and semi-public bodies European Commission Beneficiary portal Member State's system for reporting, monitoring, accounting (…) managing authority / intermediate body certifying authority Art. 62 (d) & 114(2)(d) Computerized system for accounting, monitoring and reporting (…) - programme level + operation relevant information audit authority

Electronic data exchange • Definition: - refers to a medium of exchange of documents (Art. 2(14) of the proposed CPR), - structured + unstructured data, - relationship between MAs/IBs/CAs/AAs & beneficiaries (Art. 2 of the CPR ) • Minimum requirements: - data integrity & confidentiality; - authentication of the sender within the meaning of Directive 1999/93/EC; - storage in compliance with defined retention rules (Art. 132 of the CPR); - availability during & outside standard office hours; - accessibility either directly or via an interface; Regional Policy

Electronic data exchange • Minimum requirements: - protection of privacy of personal data for individuals & commercial confidentiality for legal entities (Directives 2002/58/EC & 95/46/EC); - regardless the nature of OP; - terms and conditions defined in the contract with the beneficiary (Article 114(3)); - free of charge; - without prejudice of any paper documents stored by the beneficiary; - requirements of the CPR & the Fund specific rules taken into account + Article 46 (2) (g). Regional Policy

e-signature • E-Cohesion minimum requirement: at least the basic electronic signature – authentication procedure – should be put into effect for the population of beneficiaries (within the meaning of Directive 1999/93/EC) • Features to examine: - for a closed-user group -> basic e-signature; - which form of e-signature to choose? - e. ID or certificates, token, login & password…. - security requirements; - +legal effectiveness & admissibility. 7 Regional Policy

‘only once’ encoding principle • Definition: referred to in the Small Business Act in Europe • Minimum requirement: The principle should be applied, at a minimum, in the framework of the same OP (regardless of whether this is an 'Investment for growth and jobs' or 'European Territorial Cooperation' programme) • Features to examine: • - beneficiary NOT repeatedly providing the same info; • - an information/data/document recorded in the storage features and reused; • - effective use of public databases; • - together with interoperability. 8 Regional Policy

All exchanges of information • Definition: - any information requirements applicable to the beneficiary via electronic exchange; - including reporting on progress, declaration of expenditure & exchange of information related to management, verifications & audits • Minimum requirements: - Administrative verification concerning each application for reimbursement by beneficiaries (according to Article 114) need to rely on information & documents available through the computer system. Only exceptionally, following a risk analysis, beneficiary asked to send original paper documents. Regional Policy

All exchanges of information • Minimum requirements: - The electronic audit trail in compliance with Art. 112 & 132 of the CPR + with national requirements on the availability of document, - Only in exceptional cases, following a risk analysis, the beneficiary asked to send original paper documents for a desk review, - Original paper docs in the beneficiary premises for the on-the-spot audit • Features to examine: - documents in e-versions for audit purposes – already in 2007 -2013 1 st and 2 nd level control procedures in 2014 -2020 to maximise the reduction of administrative burden for beneficiaries • In practice: - e-storage capabilities instead of paper archiving; 1 st level controllers rely primarily on the IT system; AA uses the IT system to prepare audits of operations/system audits, CA relies on the IT system; Regional Policy 10

Interoperability • Definition refers to: - National Interoperability Frameworks, European Interoperability Framework (EIF) & the European Interoperability Strategy (EIS) • Minimum requirement: - MS free to establish its own interoperability approach In practice within the same OP (regardless its nature) • Features to examine: • - more interoperable systems of cohesion policy bodies; • - work together at organisational, semantic and technical levels; • - standard software (easily available) or free software! • Guidance: • • - to extend to external databases (eg. state treasury, business, tax register, SFC 2014, 11 state aid register, environmental impact assessment bodies, e-procurement, ); Regional - also for applicants? Policy

Possible variants and evolution • Obligatory use by beneficiaries: - MS could impose it at their own initiative & after cost/benefit analysis, at the beginning of the programming period? ! • Obligatory use by beneficiaries + applicants: - docs & data exchanged at applicant stage reused at beneficiary stage, e-signature reused • Evolution: - MS shouldn't be prevented from improving e-Cohesion service for the beneficiary or introducing variant/s above Regional Policy

More on e-Cohesion • Report «IT Implications Assessment of e-Cohesion Policy at EU/Member State level» http: //ec. europa. eu/dgs/secretariat_general/admin_burden/docs/presentation_regio_en. pdf • EC support to MS/regions/programmes: − 'building blocks' on a business perspective https: //www. yammer. com/regionetwork/groups/e-cohesionpolicy/uploaded_files 50 Q&A for ETC in cooperation with INTERACT http: //www. interact-eu. net/downloads/5081/INTERACT_Publication___50_Questions_&_Answers_on_e. Cohesion_in_European_Territorial_Cooperation_Programmes___July_2012. pdf Regional Policy

Christophe de Lassus Head of IT Unit, DG REGIO: christophe. de-lassus@ec. europa. eu e-Cohesion@ec. europa. eu e-Cohesion on Yammer: https: //www. yammer. com/regionetwork/#/thre ads/in. Group? type=in_group&feed. Id=1534553 Regional Policy

Written comments can be sent until 24 April to: REGIO-DELEGATED-AND-IMPLEMENTINGACTS@ec. europa. eu Regional Policy