PQ Notifications Training Implementation of PQ notification workflow

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PQ Notifications Training Implementation of PQ notification workflow Brussels, 19 th June 2014

PQ Notifications Training Implementation of PQ notification workflow Brussels, 19 th June 2014

Content 1. Step by step – architects 2. Step by step – health professions

Content 1. Step by step – architects 2. Step by step – health professions 3. Possible set-ups 4. Preparing for implementation

1. Step by step - architects

1. Step by step - architects

1. Initiating authority (can be a Notification Authority or Notification Coordinator) • Enters notification

1. Initiating authority (can be a Notification Authority or Notification Coordinator) • Enters notification of a diploma o May attach legal act or refer to webpage o Can edit notification o Can delete notification • Submits notification to Notification Coordinator for approval and broadcast • May withdraw the notification anytime up to closure

2. Notification Coordinator (in initiating MS) • Approves and broadcasts notification to EC (E

2. Notification Coordinator (in initiating MS) • Approves and broadcasts notification to EC (E 4) o Can reject notification (providing justification) o Can edit notification (correcting mistakes) • Disseminates the notification to other authorities (within the MS) • Can attach documents and provide comments

3. Commission • Broadcast or reject the notification • Can reject if incomplete •

3. Commission • Broadcast or reject the notification • Can reject if incomplete • Upon broadcast the notification will become accessible for all MS, and in principle it will be open for comments technically for 6 months • Procedurally MS will be asked to make an observation within 2 months of broadcast. If no comments made, before the end of the 2 months E 4 will add a reminder, to inform recipients that the commenting period will be closed on day X.

4. Recipient Notification Coordinators • Receive all notifications • Disseminate the notification to other

4. Recipient Notification Coordinators • Receive all notifications • Disseminate the notification to other authorities in their MS • Can provide comments • Can attach documents

4. Recipient Authorities • Receive the notification (when added as a recipient by a

4. Recipient Authorities • Receive the notification (when added as a recipient by a Notification coordinator) • Can comment on the notification • Can attach documents

5. Notification closure • When applicable, prior to the end of the 6 months,

5. Notification closure • When applicable, prior to the end of the 6 months, E 4 will ask the IMI Helpdesk to close the commenting period. (If no prior closure is requested automatic closure of the comment period will apply after 6 months. ) • After the closure of the commenting period the Notification will remain open for an additional 6 months while the EC will be able to add the final decision

2. Step by step - health professions

2. Step by step - health professions

1. Initiating authority (can be a Notification Authority or Notification Coordinator) • Enters notification

1. Initiating authority (can be a Notification Authority or Notification Coordinator) • Enters notification of a diploma o May attach legal act o Can edit notification o Can delete notification • Submits notification to Notification Coordinator for approval and broadcast • May withdraw the notification anytime up to closure

2. Notification Coordinator (in initiating MS) • Approves and broadcasts notification to EC (E

2. Notification Coordinator (in initiating MS) • Approves and broadcasts notification to EC (E 4) o Can reject notification (providing justification) o Can edit notification (correcting mistakes) • Disseminates the notification to other authorities (within the MS) • Can attach documents and provide comments

3. Commission • Broadcast or reject the notification • There is no deadline for

3. Commission • Broadcast or reject the notification • There is no deadline for the action by the EC, but normally notifications should be broadcast when a positive decision is taken. • Broadcast should take place the latest on the day of publishing the delegated act with reference to the new diploma.

4. Notification Coordinators of notifying MS • All notification coordinators for health professions in

4. Notification Coordinators of notifying MS • All notification coordinators for health professions in the notifying MS will receive the notification after the broadcast of EC • They will have 7 days to disseminate the full notification internally, if needed.

5. Notification closure • After 7 days the notification will be closed and will

5. Notification closure • After 7 days the notification will be closed and will become accessible to all MS with the following restriction: • EC will have access to the entire notification • In the notifying MS, Notification coordinator(s), the Notifying authority and those authorities to which the notification was disseminated during the 7 day period above will have access to the entire notification • Other MS (and authorities in the Notifying MS to which the notification was not disseminated), will have access only to the Notification summary (the data that is contained in Annex V)

IMI Functions Copy • Create a new notification by 'copying' an existing one -

IMI Functions Copy • Create a new notification by 'copying' an existing one - save templates as drafts Attachment • Can be added by everyone (until closure) • Size limitations (max 10 Mb) Print-out • Notifications can be printed as PDF reports Machine Translation • Free text can be translated to English

Notification Search • Search criteria: o Content related: e. g. notifying country o Management

Notification Search • Search criteria: o Content related: e. g. notifying country o Management information (advanced criteria): e. g. sent date, status • Returns closed notifications for all authorities • Only returns open notifications for recipient authorities

3. Possible set-ups

3. Possible set-ups

Sending notifications Option A) Every authority is a notification coordinator (and broadcasts its own

Sending notifications Option A) Every authority is a notification coordinator (and broadcasts its own notifications) E. g. Every ministry/region notifies its own diploma directly broadcast

Sending notifications Option B) Only one coordinator is registered E. g. The ministry responsible

Sending notifications Option B) Only one coordinator is registered E. g. The ministry responsible for the implementation of the PQD needs to approve every out-going notification sub m it broadcast

Sending notifications Option C) Several coordinators are registered (but each authority is linked to

Sending notifications Option C) Several coordinators are registered (but each authority is linked to just 1 coordinator) submit broadcast

Sending notifications Possibility to link more than 1 coordinator to a notification authority –

Sending notifications Possibility to link more than 1 coordinator to a notification authority – the authority has to choose which coordinator should approve the specific notification E. g. A regional body can send its notification either to the Ministry of Education or to the Ministry of Health depending on competencies submit broadcast

Sending notifications Possibility to attribute different user roles in the same authority E. g.

Sending notifications Possibility to attribute different user roles in the same authority E. g. In the Ministry of Education, the Unit responsible for Architects submits a notification for internal approval by the Unit responsible for the implementation of the PQD Ministry of Education broadcast User 1 "Handler" submit User 2 "Approver"

Receiving notifications (architect diplomas) Option A) Every authority is a notification coordinator and receives

Receiving notifications (architect diplomas) Option A) Every authority is a notification coordinator and receives notifications from other MS directly E. g. Only ministries have access to the PQ notification modules and they all use it independently broadcast

Receiving notifications (architect diplomas) Option B) Only one notification coordinator is registered E. g.

Receiving notifications (architect diplomas) Option B) Only one notification coordinator is registered E. g. The ministry responsible for PQD receives notifications and disseminates it to relevant authorities nate i m isse d broadcast

Receiving notifications (architect diplomas) Option C) Several notification coordinators are registered E. g. Ministries/Regions

Receiving notifications (architect diplomas) Option C) Several notification coordinators are registered E. g. Ministries/Regions receive notifications and disseminate them to authorities under their supervision. dissemin cast d a o br ate

Don't forget. . Architects: Notifications broadcast by EC are automatically sent to all notification

Don't forget. . Architects: Notifications broadcast by EC are automatically sent to all notification coordinators including in the initiating MS. If you, as the coordinator that approved and broadcast a notification, wish to share it with authorities in your MS you need to disseminate it to.

Don't forget. . Health professions: Notifications broadcast by EC are only sent to notification

Don't forget. . Health professions: Notifications broadcast by EC are only sent to notification coordinators in the initiating MS. Once the notification is closed, the other MS notification coordinators will only have a restricted view of the notification (a summary).

Don't forget. . • Please keep in mind that the structure you choose will

Don't forget. . • Please keep in mind that the structure you choose will be relevant for both sending and receiving notifications. • Notification coordinators will be responsible for: • Broadcasting outgoing notifications to other MS • Disseminating incoming notifications to the relevant authorities.

4. Preparing for implementation

4. Preparing for implementation

Schedule Training session 19 June Available in

Schedule Training session 19 June Available in "Training" database Already Available in "Production" database July Registration of the authorities to start once available (guidance from EC) Notifications sent via IMI After registration is completed

MS preparation 1. Decide structure: A. Notification authorities + coordinators or Notification coordinators only

MS preparation 1. Decide structure: A. Notification authorities + coordinators or Notification coordinators only B. One coordinator vs Multiple coordinators 2. Identify Notification authorities (if required) and Notification coordinator(s) 3. Check if they are already registered in IMI 4. Register or give access to the authorities (follow guidance of EC) 5. Assist authorities in using the system

Registration of authorities After having decided on the structure and identified the authorities that

Registration of authorities After having decided on the structure and identified the authorities that should have access to the PQ notification modules: • New authorities may need to be registered if they are not in IMI • Existing authorities may need to be updated: give access to the PQ notification modules for those authorities which are already registered in IMI for other areas • Do NOT duplicate authorities the registration of existing

For further information contact: IMI-Helpdesk@ec. europa. eu or consult the IMI website: http: //ec.

For further information contact: [email protected] europa. eu or consult the IMI website: http: //ec. europa. eu/imi-net/