ATMOS — Austrian Monitoring System Dagmar Schmalzbauer

ATMOS - Austrian Monitoring System Dagmar Schmalzbauer

Initial Situation in Austria • decentralised promotional system public bodies on federal & regional level play an important role, involvement of several bodies on each level • centralised coordination & information demands Member State: overall responsibility for SF implementation regional policy: duty of federal & regional level • for each EU-programme: several (different) bodies involved • small programmes -> requirement low-cost system important for the establishment and maintenance of the system austria wirtschaftsservice 2

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Basic Structure of ATMOS Systems • one central (modular designed) system central data base server, but local data input • data transfer between components via web-services • data export to the separate accounting system of PA • data import from external systems via data input module or webportal (file upload) austria wirtschaftsservice 4

Actual situation of implementation • ERP-Fund: Monitoring Authority & Operative PA (ERDF) - since 1995: in SF matters involved (monitoring) - since 2000: monitoring & financial management (operative PA) • Central MO-System -> sole data base for EC’s demand austria wirtschaftsservice 5

General Requirements • establishment of a programme related monitoring system special demands of the different types of EU-programmes (17) and funds had to be taken into account (ETC, Reg. Dev. , Conv. – ERDF, ESF) • one system including all single project data no allowance of data input on aggregated level (ERDF 10. 000 projects, ESF: 100. 000 projects) • one system (centralised) for MA, CA/PA and AA • one centralised system with possibility of data input (import) from decentralised systems austria wirtschaftsservice 6

• beside implementation of all EU-requirements, fulfilment of national demands - in relation to: number & content of data fields, implementation reports, n+2 -monitoring Evaluation financial management, statement of expenditure Audits spec. information for the political level publicity demands export to SFC (database of EC), … austria wirtschaftsservice 7

• unique identification of each project (project code) - all information of a single project is linked to it - automatically given by the system at first data entry • assurance of high data quality - completeness of information logical correctness of data integration of several automatic checks and loopbacks KO-criteria have to be met, otherwise no data release possible • user-friendliness - to ensure high data quality - to support the communication between the partners austria wirtschaftsservice 8

• reports according to several aggregation levels classification in: - programme structure (priorities, measures, …) - intermediate bodies, co-financing instruments - project-life-cycle (approvals, payments, status) - regions, - EU-codes, indicators, . . . • support for steering programme implementation esp. via target performance comparisons - programme level (per measure, intermediate body, …) single project level (approval, commitment, expenditure, …) n+2 -rule forecasts austria wirtschaftsservice 9

Special Requirements • reflection of project-life-cycle ->by view application, selection, approval, contract, project closure statement of expenditure, payments, , recovery, repayment austria wirtschaftsservice 10

Special Requirements • reflection of project-life-cycle by status austria wirtschaftsservice 11

Special Requirements • realisation of lead-partner-principle – ETC with detailed information for all partner projects • multi-lingual-system – ETC austria wirtschaftsservice 12

Special Requirements • traceability of changes data-history, reporting concerning historical deadlines/periods • Security: - central user management - each access is logged austria wirtschaftsservice 13

• document archive & information platform / document management system (DMS) for general and project related documents, accessible via Internet austria wirtschaftsservice 14

• reporting tool for reports (with filter possibilities e. g. historical data, payment request related data, comparison), accessible via Internet austria wirtschaftsservice 15

• user- and security management role based user management – reading, writing, releasing; flexible adjustment possible in relation to modules and user’s tasks • e-application form (ETC programmes) starting with the idea up to the official application and decision austria wirtschaftsservice 16

Experience 2007 -2013 for 2014+ • team for establishing an EU-Monitoring-System ensure the involvement of experienced content-related people, beside IT-experts and professional project management • content of the system (incl. work-flow, …) to ensure a better acceptance of the demands: - involvement of MA, IB, CA (and AA, partly) - formal agreement by MA + IB + CA (good experience) - decision before starting (!!) with programming & programme implementation austria wirtschaftsservice 17

• think about user-friendliness in relation to - how to handle the system - content & interpretation of definition for the data fields • regularly informal exchange of experience - esp. between key programme-partners (MA, CA) • DMS: supports the communication between partners (MA, IB) during project- life-cycle - documents may be stored (contract, FLC-report, …) - all users may have access to them - data import from some documents (e. g. application form) austria wirtschaftsservice 18

• task of a Central Monitoring Authority beside maintenance of IT-system: - training & consultancy of system users (esp. IB) - plausibility checks of data quality & completeness • stability of personal (esp. key persons) • avoid changes of system’s structure & content during programme-period austria wirtschaftsservice 19

Contact Austria Wirtschaftsservice | ERP-Fonds Department of EU-Affairs / Consulting 1030 Vienna Ungargasse 37 phone: +43 (1) 501 75 - 446 fax: +43 (1) 501 75 – 900 email: office@awsg. at / web: www. awsg. at Elfriede Kober phone: +43 (1) 501 75 - 466 email: e. kober@awsg. at Dagmar Schmalzbauer phone: +43 (1) 501 75 - 417 email: d. schmalzbauer@awsg. at austria wirtschaftsservice 20