Masterclass Reader 2015

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1 Masterclass Management in EU Funds Masterclass Reader 2015 Masterclass Seminars Masterclass Reader

2 Compulsory Courses 5 Reinforced Financial Control Requirements of EU Funds in the Programming Period EU Funds Policies, Regulations and Management 9 Evaluation Techniques for EU Funds in the Present and Next Programming Period Optional Courses in English 12 Project Management for EU Funded Projects 14 New Rules on Eligibility of Expenditure in Structural Funds Projects Fraud in EU Funded Projects: Detecting, Handling, Combating 18 Using Financial Instruments in the Current Generation of Programmes Major Projects Funded by ESI Funds Requirements for IT Systems in EU Funds Management: e-cohesion IT-Audit Security Data 24 Revenue Generating Projects (Art. 61 and Art. 65.8) Calculating the Eligible Expenditure 26 Communication of ESI Funds Cost-Benefit Analysis and Value Analysis 30 Project Management for EU Funded Projects 32 Financial Accounting of EU-Funded Projects 34 Financial Corrections, Payment Applications and Annual Accounts of ESI Funds Calculating the Expenditures of ESI Funded Projects by Using Simplified Cost Options 38 Carrying out Closure of the Operational Programmes Technical Assistance for European Structural Funds 42 State aid Rules for National Funding and EU Funds 2

3 Optional Courses in German 45 Beleg- und Nachweispflichten für EFRE & ESF Projekte 47 Nutzung von Pauschalen in der Förderperiode beantragen? 49 Finanzkontrolle von EU-Strukturfonds in der Förderperiode Finanzielle Abrechnung von EFRE- & ESF-Projekten 53 Wie Fördermittel aus den Europäischen Struktur- und Investitionsfonds in der Förderperiode Abrechnung förderfähiger Kosten in der EU-Förderperiode Effektive Vorbereitung auf Kontrollen und Prüfungen der EU-geförderten Projekte: Prüfungsinhalte - Regeln - Verlauf 59 Organisational Matters 60 Booking Form 61 Terms & Conditions 3

4 4 Compulsory Courses

5 European Seminar Reinforced Financial Control Requirements of EU Funds in the Programming Period MEET THE FINANCIAL CONTROL REQUIREMENTS AND REDUCE THE RISK OF INCORRECT REIMBURSEMENTS The European Commission has set out detailed arrangements on the management and control systems to be operated by Member States for the EU Structural Funds in both programming periods ( and ). With these regulations, the Member States are given considerable responsibility in the monitoring and financial control of their Operational Programmes and are required to carry out extensive audits. As the programming period has entered its final stage, the scope of activities of national bodies involved in the financial control and audit of EU Funds is substantially increasing. Although the European Commission relies greatly on the financial control activities undertaken by the national bodies, it conducts comprehensive audits as well. A failure to comply with the rules and incorrect reimbursements of EU funds may lead to repayments and financial liability of the EU Member States. PREPARE FOR THE AUDIT REQUESTS OF PROGRAMMING PERIOD In the regulations for the EU Funds programming period the European Commission proposes simplification of the management and financial control procedures of the European Structural and Investments Funds (ESIF). Nevertheless, public officials responsible for financial control and audit of ESI Funds are challenged to set up the new management and control systems for the programming period whilst continuing to control and audit the operations of the Operational Programmes. Proper management and control systems and accurate knowledge of the regulations and the implementation possibilities greatly reduces the risk of irregularities and incorrect reimbursements. WHAT WILL YOU LEARN AT THIS SEMINAR? To what extend will the role and responsibilities of audit and other authorities change in the programming period ? How to set up management and control systems for the ESI Funds ? Which audit strategies apply with the Commission s requirements? How to conduct system audits and to tackle specific problems arising in system audits? How to conduct audits of operations, on-the-spot-checks and statistical sampling? How to make best use of IT as instrument in the performance of system audit and audits on operations? How to prepare Annual Audit Opinion and Annual Control Report? How to react in case of identified irregularities and fraud? YOUR BENEFITS Become familiar with the newest EU legislation relevant for financial control of ESI Funds and its practical implementation Get ready for the future: learn how to handle the regulations and how to avoid second audits Increase the efficiency of your work by implementing the latest methods, trends and analyses Work on case studies and obtain practical advice for your day-to-day work Discuss your problems with our audit experts and compare audit and control practice Network with colleagues from all across Europe and exchange your know-how 5

6 WHO IS THIS SEMINAR FOR? Directors, Heads of Units, Managers, Auditors and other experts dealing with the management, certification and control of all EU Funds, especially from: Managing Authorities Intermediate Bodies Certifying Authorities Audit Authorities Beneficiaries of EU Funds DATE OF EVENT 4 th 5 th May 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION abba Berlin Hotel Lietzenburger Straße Berlin Phone: +49 (0) Fax.: +49 (0) Internet: berlin@abbahoteles.com National and Investment Banks, Private Banks Regional Development Agencies National and Regional Courts of Auditors Regional and Local Governments, Municipalities Consulting Companies, Advisory and Audit Services and other institutions and stakeholders dealing with management and control of EU Funds 6

7 European Seminar EU Funds Policies, Regulations and Management Ensuring a Successful Start into the Programming Period EU FUNDS ARE AT THE TRANSITION BETWEEN THE LAST AND THE CURRENT PROGRAMMING PERIOD is a difficult moment for experts dealing with EU Funds. While still working with the last programming period, they have to start operating in accordance with the new regulations applicable in the current programming period The Commission emphasises an increased use of financial instruments and aims at simplified and more coherent solutions. What do the changes mean for institutions involved in the management and control system of EU Funds as well as for beneficiaries and other stakeholders? How are these changes to be implemented in practice to ensure a successful use of EU Funds? It is the task of the Member States to implement the programmes, which involves among others, selection, monitoring and assessment of thousands of projects. Therefore, responsible authorities have to ensure that they are familiar with current regulation changes regarding EU funding policies. Additionally, they are responsible for sound monitoring, evaluating and auditing of programmes and for organising a smooth co-operation with other authorities and stakeholders at the national and European level. This European Seminar gives you a thorough overview of the important aspects of EU Funds policies, regulations and management that EU Funds experts face in the present moment of transition from the last to the current programming period WHAT WILL YOU LEARN AT THIS SEMINAR? What are the key elements of EU Funding Policies? How to handle current challenges with regard to the implementation of the programming period ? How to develop and manage strategies for programme management procedures? How to ensure the delivery of results? What are the most efficient monitoring, evaluation and annual reporting procedures? What are the new approaches in the maze of programme management? YOUR BENEFITS Make sure to have high qualified staff members in your EU funding unit Benefit from a wide range of topics tailored to your professional needs Become familiar with the latest rules and current EU guidelines within this funding period Receive an overview of EU Cohesion Policy in the new programming period Improve communication procedures regarding EU Funds Learn how to cope with the workload of developing programme strategies Find out how to make the most out of the financial and auditing control tools Position your Programme Management Organisation as an enhancer, innovator or solutions manager Find out which delivery methods best suit certain strategies Ensure a smooth programming process delivering best outcomes Enjoy the European character of the course by networking with peers and colleagues from all across Europe 7

8 WHO IS THIS SEMINAR FOR? Specialists in EU Funds Management working in: - Managing Authorities - Intermediate Bodies - Certifying Authorities - Audit Authorities - Public and Private Beneficiaries of EU Funds National and Regional Audit Institutions National and Regional Development Agencies Public and private banks Associations and Non-profit organisations DATE OF EVENT 24 th 25 th August 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin Tel: +49 (0) Fax: +49 (0) johnf@arcotelhotels.com Internet: Certified Public Accountants and Public Auditors responsible for conducting and reporting on audits performed according to the regulations (EC) No. 1828/2006, 1083/2006, 1080/2006 Consultancies specialised in EU funding 8

9 Advanced Seminar Evaluation Techniques for EU Funds in the Present and Next Programming Period The European Commission expects EU strategies, programmes and projects to be evaluated extensively. Moreover, it has set further evaluation requirements for the programming period In order to be both successful in ongoing evaluations and well-prepared for now starting evaluation obligations, this seminar day focuses on the present intervention logic of and on strategies to optimise your evaluation techniques. You will learn how to elaborate and improve your on-going practice in setting indicators and project goals as well as your evaluation plan. WHAT WILL YOU LEARN AT THIS SEMINAR? Which evaluation techniques can you apply to evaluate EU projects and programmes and to achieve better effects? What is the role of the Programme Manager in the evaluation process? Which type of evaluation team works best for your project Internal teams or external evaluators? What do you need to take into account when drafting Terms of Reference (ToR) for external evaluators? How can you decide when to evaluate what? What does the current intervention logic of the programming period include and which impacts does it have on your daily work? How can you guarantee the provision of the required data? What can you learn from good practice of other Member States? What does a good evaluation plan require and how can you elaborate your existing evaluation plan in accordance with the ongoing logic framework regulation ? What are useful tips and tricks to improve your evaluation plan? YOUR BENEFIT Be pro-active Follow the recently started programming period well prepared and understand its updated intervention logic at an early stage Learn concrete tips and tricks on the application of different evaluation techniques and how to enhance your evaluation plan Improve your performance Become an expert regarding the use of goals, indicators, outputs and results Guarantee correctness and reduce your workload 9

10 WHO IS THIS SEMINAR FOR? This seminar is targeted at public authorities such as ministries and agencies responsible for monitoring and evaluating Operational Programmes of EU Funds as well as for Regional Policy and EU Structural Funds from departments such as: Evaluation Unit EU Funds Management Department Project Implementation Unit Business Improvement Services DATE OF EVENT 27 th August 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin Phone: +49 (0) reservation.johnf@arcotel.at Strategy and Business Planning Clusters Policy Regional Development Strategies Furthermore this workshop is addressed to: Consultancies in the field of regional policy and regional development strategies Project Managers 10

11 Optional Courses 11

12 European Workshop Project Management for EU Funded Projects How to Develop, Plan and Manage an EU Funded Project Successfully THE EUROPEAN COMMISSION REQUIRES PROJECT CYCLE MANAGEMENT (PCM) The current Programming Period holds lots of opportunities to fund innovative ideas and projects. The architecture of European Funds and direct grants continues to offer a wide range of funding opportunities in the Member States. However, funding is often not used as effectively as possible or it may be denied due to lack of knowledge or poor planning. Although the numerous programmes and initiatives have different features, the development and implementation of projects in practice follow common rules. The European Commission requires the use of the Project Cycle Management (PCM) principles, for the identification, appraisal, implementation and evaluation of EU funded projects. As a project manager you have to be familiar with all different phases of PCM to successfully implement and manage an EU funded project and to fulfil the requirements of the European Commission. A core and fundamental tool within Project Cycle Management is the Logical Framework Approach (LFA). This step-by-step procedure supports the different stages of PCM and should provide an information base for completing the required PCM documents. The nature of the LFA method requires solid competence: When understood and intelligently applied, LFA is a very effective analytical and managerial tool. Therefore, you should make sure that you know how to use the Logical Framework Approach within your project! WHAT WILL YOU LEARN AT THIS SEMINAR? What is the role of Project Cycle Management? How to plan, manage, implement, monitor and evaluate projects according to EU regulations What are the different PCM phases and key activities to be undertaken during each phase? How to improve your project strategies to ensure effective performance How to successfully use the Logical Framework Approach for your project How to prepare an activity and budget plan What is the importance of indicators for project preparation, implementation and evaluation? How to define indicators for your EU funded project and use these in monitoring and evaluation Which factors affect the success of partnerships How to report and promote results YOUR BENEFITS Ensure the success of your EU funded project You are invited to bring your projects and project Benefit from many practical examples and exercises as well as group work sessions ideas to the seminar and discuss them with our Become familiar with Project Cycle Management and the Logical Framework Approach experts to receive practical advice. Strengthen your project management skills Increase the efficiency of your work Implement your projects with more certainty Learn how to avoid the threat of financial penalties Receive concrete and practical advice on your individual questions Use this seminar to network with Project Managers from other countries and to exchange your experiences 12

13 WHO IS THIS WORKSHOP FOR? Directors, Heads of Departments or Units, Project and Partnership Managers, Controllers, and other members of staff from: National and regional ministries National and regional subordinate bodies European agencies International and European organisations Universities and research institutions Private and public beneficiaries of EU funds NGOs who develop, manage and implement EU funded projects in the following areas: Structural funds projects (ESF, ERDF, CF, EAFRD and EMFF) - European Territorial Cooperation (Cross-border, Transnational, and Interregional Cooperation) - Agriculture - Infrastructure - Social affairs and education - Youth Employment Initiative - Rural development Research & Development, Horizon 2020, Life+ Migration and border funding IPA projects DATE OF EVENT 13 th 14 th April 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION RAMADA Hotel Berlin-Alexanderplatz Karl-Liebknecht-Strasse Berlin, Germany Phone: +49 (0) Fax: +49 (0) reservierung.alexanderplatz@ramada.de 13

14 European Seminar New Rules on Eligibility of Expenditure in Structural Funds Projects RESPECTING ELIGIBILITY RULES IS ESSENTIAL FOR MINIMISING FINANCIAL RISKS! The proper handling of the rules for the eligibility of expenditure in EU funded projects has proven to be very challenging and remains difficult in the new period Disregarding the rules for eligibility of expenditure causes many irregularities. If an irregularity has led to an undue payment to a beneficiary, the payment needs to be recovered from the beneficiary. However, if the money cannot be recovered and if this loss was caused by a fault or negligence of the Member State, then the Member State itself could be liable for the costs. Thus, if the rules for eligibility of expenditures are not handled correctly, there are huge financial risks at stake for beneficiaries as well as for Member States. Therefore, it is important that both beneficiaries and EU Funds authorities are certain about how to correctly handle the eligibility of expenditure also in difficult areas like revenue generating projects. ELIGIBILITY RULES PLAY AN IMPORTANT ROLE IN DEVELOPING AND IMPLEMENTING OPERATIONAL PROGRAMMES In addition, a thorough knowledge of the eligibility rules is crucial for the start of new Operational Programmes The Member States administrations and the beneficiaries need to know which types of expenditures will be eligible and how to best prepare for the new round of project approval. Hence, it is important that professionals in this field familiarise themselves with questions such as: What were the most common errors when calculating eligible expenditure so far and how can they be avoided in the Programming Period ? Which lessons have been learnt concerning the eligibility of expenditures in the Programming Period ? What are the most common mistakes in the apportionment of indirect costs? What is stipulated in the new regulation for the European Structural and Investment Funds ? To what extent will flat rates and unit costs simplify the calculating of costs? 14

15 WHO IS THIS SEMINAR FOR? Directors, Heads of Units or Departments, Auditors, Controllers, Officers, Lawyers and other members of staff responsible for EU Funds working in: Managing Authorities Intermediate Bodies and other Authorising Bodies (e.g. Ministries, Development Agencies and Banks) Certifying Authorities Audit Authorities National and regional Courts of Auditors DATE OF EVENT 20 th 21 st April 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Mercure Hotel Berlin City Invalidenstrasse Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: Beneficiaries of Structural Funds (Project Developers, Managers, Leaders and Officers) Consultants working in the field of EU Funds 15

16 11 th European Anti-Fraud Seminar Fraud in EU Funded Projects: Detecting, Handling, Combating COMBATING FRAUD IN EU FUNDED PROJECTS IS HIGH ON THE EU S AGENDA! IS YOUR INSTITUTION WELL PREPARED FOR THIS CHALLENGE? Many authorities within the management and control system of EU Funds still face considerable difficulties and uncertainties when it comes to detecting and handling (suspected) fraud cases. They are presented with the challenge of distinguishing these cases from irregularities as well as identifying necessary actions. Yet, counteracting fraud in EU expenditure, which includes EU funded investments, is always a top priority in the European Union. Therefore, the development of concrete mechanisms and the management of actions with regard to (suspected) fraud detection and handling must not be undervalued by authorities involved in the management and control system of EU Funds. Particular alertness is especially necessary in the field of public procurement which is very prone to fraud. Important questions raised by experts responsible for detecting and combating fraud are: How do you prepare an exhaustive audit strategy for fraud detection and ensure effective fraud protection in the area of Cohesion Policy? How do you strengthen control activities for fraud detection? How can you differentiate fraud from irregularities? What is the right procedure for reporting fraud? What are the implications in case of fraud? Besides setting a strategy for detection and management of (suspected) fraud cases, a goal-oriented cooperation of all authorities responsible for management and control of EU Funds is substantial to avoid and counteract cases of (suspected) fraud, corruption and manipulations. This regards all national stakeholders as well as the European Anti-Fraud Office (OLAF) and the European Court of Auditors (ECA). WHO IS THIS SEMINAR FOR? How to detect fraud at an early stage What are the best measures to improve the effectiveness of fraud prevention? How to assess problems in the area of public procurement How do I develop an efficient fraud audit strategy for fraud detection What management tools are necessary to monitor and control EU funded projects with regard to efficient fraud prevention How to understand fraud indicators and to proceed in case of (suspected) fraud What is the difference between fraud and irregularities and how can I make the distinction? How to report irregularities and fraud How to detect fraud in personnel and travel expenditures YOUR BENEFITS Boost your knowledge and become confident on different types of fraud, fraud areas as well as on fraud indicators and their interpretation Be pro-active Benefit from a variety of case studies and train your skills in detecting, managing, reporting and preventing fraud cases Become an expert in dealing with (suspected) fraud cases and increase the efficiency of fraud prevention and detection in your authority Strengthen your management and control system of EU Funds and minimise the risk of repayments of EU Funds Receive advice on how to best communicate with OLAF and other authorities involved in cases of (suspected) fraud Discuss your challenges and experiences with our qualified speakers and receive practical advice for your day-to-day work Network and exchange experiences with our experts and professionals involved in the detection and management of (suspected) fraud cases from all across Europe 16

17 WHO IS THIS SEMINAR FOR? Directors, Heads of Units, Managers, Auditors, Controllers, Officers, Lawyers and other members of staff responsible for detecting and handling fraud cases in EU Funded Projects from: Managing Authorities Intermediate Bodies and other Authorising Bodies (e.g. Ministries, Development Agencies and Banks) Certifying Authorities Audit Authorities DATE OF EVENT 27 th 28 th April 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Courtyard by Marriott Berlin Mitte Axel-Springer-Str Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: Anti-Fraud Coordination Services (AFCOSs) National Courts of Auditors Tax and Custom Authorities Public Attorney Offices National Treasuries European Institutions, Agencies and Organisations 17

18 European Seminar Using Financial Instruments in the Current Generation of Programmes THE IMPORTANCE OF FINANCIAL INSTRUMENTS WITH EU FUNDS IS INCREASING EU Member States have already made some practical experiences with Financial Engineering Instruments. However, in the last programming period, only 5% of the entire ERDF resources were distributed through Financial Instruments (FI). For the current programming period , the European Commission demands an increased use of this innovative tool. The results of FI can be very rewarding for national and local authorities. Financial Instruments such as JESSICA, JEREMIE, Loan-, Mezzanine-and Equity Schemes as well as Microcredit Funds can provide financing for regional priorities as well as sustainability of financial resources beyond this new programming period. For , all five funds ERDF, ESF, CF, EAFRD and EMFF must have potential for use of FI. In the agricultural and fishery sector the use of financial instruments is rather new; in ESF the possibilities for FI have not been exhausted either. Hence, there is a huge potential to widen the use of Financial Instruments in this generation of programmes PREPARE FOR A MORE EFFICIENT USE OF EU FUNDS The establishing process of Financial Instruments is still accompanied by many legal and practical uncertainties. As financial instruments have become even more important in the current programming period , the experience gained before 2014 is crucial for a more efficient use of EU Funds in the future. These issues frequently arise for staff in charge of set-up and administration of FI: How to best integrate FI in financial planning How to successfully manage and implement FI How to handle State aid issues and the Risk Capital Guidelines How to deal with procurement, monitoring and closure of FI Receive practical insights and first-hand information on these topics from our highly skilled experts and exchange with peers from numerous EU Member States, European Institutions and Agencies at our European Seminar. You are invited to bring your projects and project ideas and discuss them with our experts to receive practical advice. WHAT WILL YOU LEARN AT THIS SEMINAR? How to develop and implement FI in practice How to ensure smooth and wide absorption of the EU Funds with FI Which practical challenges may arise while implementing FI? What kind of financial tools have been developed and successfully implemented in other European regions? How to use particular financial tools for achieving regional priorities What needs to be taken into account regarding the financial intermediary? How to leverage private investors How to ensure compliance with EU State aid law 18

19 WHO IS THIS SEMINAR FOR? Directors, Heads of Units or Departments as well as other experts and specialists dealing with or planning to establish Financial Instruments (FI) with EU Funds (ERDF, ESF, CF, EAFRD and EMFF), especially from: Managing Authorities Audit Authorities Certifying Authorities Intermediate Bodies Paying Agencies Coordinating Bodies As well as: Banking and finance sector National and Regional Development Agencies Regional and city council offices Consultancies specialised in EU funding Private companies cooperating with public institutions DATE OF EVENT 11 th 12 th May 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Courtyard by Marriott Berlin Mitte Axel-Springer-Str Berlin, Germany Phone: +49 (0) Fax: +49 (0) Internet: 19

20 European Seminar Major Projects Funded by ESI Funds BE PREPARED FOR SUBMITTING AND IMPLEMENTING A MAJOR PROJECT FUNDED BY ESI FUNDS The European Structural and Investment Funds (ESI Funds) offer the possibility to support an operation comprising a series of works, activities or services of a precise economic or technical nature (for which the total eligible costs exceed 50 million Euro) as well as operations contributing to one thematic objective (where the total eligible costs exceed 75 million Euro) such as transport, energy, infrastructure, water and waste projects. These undertakings constitute Major Projects and must be approved by the European Commission in order to get financed. For this purpose, Managing Authorities need to submit numerous documents and calculate total cost and total eligible cost taking account of the requirements set out in Article 61, Regulation (EU) 1303/2013 regarding the revenues generated during the programming period and afterwards and prepare and carry out the following analyses: A cost-benefit analysis (CBA), including an economic and a financial analysis, as well as risk assessment A feasibility presentation, including an option analysis and expected results An assessment whether the intended measures constitute State aid and identifying possible State aid exemptions An analysis of the environmental impact, taking into account climate change adoption and mitigation needs as well as disaster resilience An explanation as to how the Major Project is consistent with the relevant priority axis of the operational programme A financial plan showing the total planned financial resources and the planned support from the ESI Funds A timetable for implementing the Major Project Failures in these procedures may lead to irregularities, and consequently to serious implications for the realisation of your Major Project. Learn how to prepare a correct documentation and conduct the necessary analyses required by the European Commission in this practical European Seminar. Moreover, learn about JASPERS enhanced role in this current programming period and how you can make the approval process for your Major Projects more efficient by involving independent experts. 20

21 WHO IS THIS SEMINAR FOR? Members of Staff dealing with Major Projects (above 50 million EUR) governed by Regulation (EU) 1303/2013 in the fields of: Transport Energy Infrastructure Water Waste DATE OF EVENT 21 st 22 nd May 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Hotel Berlin, Berlin Lützowplatz Berlin, Germany Phone: +49 (0) info@hotel-berlin.de from departments such as: EU (Structural) Funds Department Finance Department Financial Management and Control Department Department for Preparing and Monitoring of projects Audit Department 21

22 European Seminar Requirements for IT Systems in EU Funds Management: e-cohesion IT-Audit Security Data IMPLEMENTING THE EUROPEAN COMMISSION S IT-REQUIREMENTS (INCLUDING E-COHESION) PROVES TO BE ONE OF THE MOST CHALLENGING RESPONSIBILITIES FOR EU FUNDS AUTHORITIES IN MEMBER STATES NOWADAYS The practical introduction of e-cohesion systems requires Member States to establish electronic data exchange systems which allow the exchange of all information between Managing, Certifying and Audit Authorities as well as Intermediate Bodies, on the one hand, and beneficiaries, on the other hand, to take place electronically. More specifically, the European Commission envisages that such electronic exchange systems need to be established by the end of As most Member States do not have systems in place yet, which allow the whole exchange of information to occur digitally, they need to make intensive efforts in order to comply with this requirement. Furthermore, the public institutions IT-Systems have to comply with new demands on technical specifications, audit trail, data to be maintained, and SFC2014, the new fund management system for the programming period The IT-systems used need to be protected by adequate security measures concerning document classification, protection of information systems and personal data protection. These measures have to comply with international standards and national legal requirements. Last but not least: All managing authorities have to take into account that IT Audits will be performed to determine if new requirements and security are put into place. Get the most out of this change of systems Our seminar will allow you to use this major change as a window of opportunity to reduce the workload for your administration. This seminar will provide you with a clear overview of requirements and our expert speakers will share with you their experiences regarding design, introduction, operating, protection and audit of IT systems regarding European funding. 22

23 WHO IS THIS SEMINAR FOR? Directors, Heads of Departments or Units, Experts, Project Managers, IT Directors and Managers, IT Auditors, Procurement Experts and all other members of staff involved in the design, implementation and operation of e-cohesion systems and tools, especially from: Managing Authorities Certifying Authorities Audit Authorities Intermediate Bodies and other Authorising Bodies This seminar might also be interesting for consultants working in the field of EU Funds as well as providers of IT solutions for the public sector. DATE OF EVENT 25 th 26 th June 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Courtyard by Marriott Axel-Springer-Straße Berlin Tel.: +49 (0) Internet: 23

24 European Seminar Revenue Generating Projects (Art. 61 and Art. 65.8) Calculating the Eligible Expenditure IF YOU ARE CONCEPTUALISING PROJECTS THAT GENERATE REVENUE AFTER COMPLETION OR DURING DELIVERY, DETAILED RULES WILL APPLY In the complicated and sensitive field of designing and conceptualising revenue generating projects, a deep knowledge about the rules that apply is key to avoid threats to your funding at a later stage of the project. Revenue generating projects under Art. 61 of the Regulation (EU) 1303/2013 are projects that generate net income after their completion. These include investments in infrastructure which generate direct incomes (net revenues) for their utilisation. Those projects involve e.g. sale, lease, rental of land or buildings and any other provision of services against payment. If such projects generate net revenues, they must be taken into account when determining eligible expenditure and calculating the contribution that can be made from the funds. The calculation of these revenues can be handled via flat rates or funding gap calculations, depending on their nature and amount. Furthermore, projects not covered by Article 61 but generating revenue (for example during the period of operation) will be covered by Article 65(8). Especially if this income is generated during the delivery, or during the funding period. This generated income may have implications for the eligible expenditure. MASTER THE COMPLEX CONDITIONS FOR REVENUE GENERATING PROJECTS Many authorities will face considerable challenges applying Art. 61 and Art. 65(8) in the correct way. This often results in a disproportionate amount of administrative work. Another difficult issue is whether and how to estimate the revenues in the process of application approval and how to correct them afterwards. Can revenues be determined later and taken into account? How long should the monitoring period last and what kind of control is necessary? 24

25 WHO IS THIS SEMINAR FOR? Members of staff dealing with revenue generating projects under Art. 61 of the Regulation (EU) 1303/2013 including Directors, Heads of Units, Experts, Managers, Auditors, Controllers, Officers, Lawyers from: Managing Authorities Intermediate Bodies and other Authorising Bodies Certifying Authorities Audit Authorities DATE OF EVENT 2 nd 3 rd July 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin, Germany Phone: +49 (0) reservation.johnf@arcotel.at Internet: National and Regional Audit Institutions Beneficiaries of EU Funds 25

26 European Seminar Communication of ESI Funds Result-Based Implementation Monitoring and Evaluation INCREASED COMMUNICATION REQUIREMENTS IN THE PROGRAMMING PERIOD For the new Programming Period , the European Commission pays increased attention to communication as well as to results and outcomes in European Investment and Structural Funds (ESI Funds). Managing Authorities or intermediate bodies have to carefully set up communication plans, in order to raise participation and ensure high quality projects as well as to make public investment more visible and transparent. The communication strategies should be viewed as framework documents outlining goals of Operational Programmes, programmes communications environments, budgets, evaluation strategies and monitoring tools for the entire programming period. The new requirements emphasise the crucial role of communication for achieving better performing programmes and projects in ESI Funds, in particular where funds are used for changes in awareness and behaviour through communication. In many cases, communication measures are an important tool for mitigating risks and ensuring high stakeholder commitment at programme level. ARE YOU WELL PREPARED FOR THE REQUIREMENTS ON COMMUNICATING ESI FUNDS? Member States and Managing Authorities are confronted with far more complex requirements regarding the communication of ESI Funds in the ongoing Programming Period. Those changes concern especially transparency and the access to information as well as increased emphasis on the effectiveness in project communication. But what do those increased requirements mean for your communication activities? What are important elements of a communication strategy? How to design sound indicators and how to monitor ESI Funds communication results? How to best address potential beneficiaries and the public? Be prepared! Equip yourself optimally for the current Programming Period and find out what the latest regulations mean for your communication activities of ESI Funds as well as their monitoring and evaluation. Acquire detailed knowledge of effective communication at this European Seminar; learn from the presented aggregated experiences and best practices to be well prepared to successfully handle challenges in your future design, monitoring and evaluation of communication. 26

27 WHO IS THIS SEMINAR FOR? This European Seminar is the perfect professional training for all who are in charge of Communication for ESI Funds : European Regional Development Fund (ERDF) European Social Fund (ESF) Cohesion Fund (CF) European Territorial Cooperation (INTERREG V) European Agricultural Fund for Rural Development (EAFRD) European Maritime and Fisheries Fund (EMFF) DATE OF EVENT 6 th 7 th July 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin Phone: +49 (0) reservation.johnf@arcotel.at From institutions such as: Managing Authorities Joint Technical Secretariats Intermediate Bodies and other Authorised Bodies National Authorities and Agencies Regional and local administrations As well as for: Beneficiaries and potential beneficiaries External Agencies dealing with implementation of communication activities Consultancies advising EU Funds bodies and beneficiaries on communication 27

28 Practical Toolbox for EU Funds Project Managers Cost-Benefit Analysis and Value Analysis Cost-Benefit Analysis (CBA) and Value Analysis (VA) including financial and economic analyses are the key elements of adequate project appraisals both ex ante thus creating a base for decision makers and ex post. Without a proper CBA you expose your projects to immense financial risks. All major projects under European Structural and Investment Funds (ESIF) as well as IPA require a sound Cost-Benefit Analysis. This tool will help you to make your investment decisions and project planning with certainty and on a solid foundation. The first seminar day will focus on strategies to improve your financial and economic analyses and deepen your knowledge on their specific requirements for EU-funded projects. WHAT WILL YOU LEARN AT THIS SEMINAR DAY? What is the best way to use Cost-Benefit Analysis (CBA) and Value Analysis (VA) as tools to decide whether you should start, continue or stop your project? How can you prevent exposing your projects to financial risk by doing a proper CBA and VA? Which variables and parameters do you need for a financial analysis? What are common pitfalls in the implementation of economic analyses and how can you avoid them? How will sensitivity analyses and risk analyses be considered? What do you have to take into account regarding the interpretation of calculated results? How should you deal with aspects of project costs and benefits that cannot be easily monetised and quantified? How can you cope with difficulties in comparing the results across different projects? How to take into account sustainability and environmental issues? YOUR BENEFITS Learn how to improve your performance of financial and economic analyses for EU-funded projects Build a reliable basis for your investment decisions Find out the hard facts of your projects and avoid exposing your projects to financial risks Discuss the crucial steps of CBA and VA based on practical case studies and exercises 28

29 WHO IS THIS SEMINAR FOR? The seminar is designed for experts who are dealing with the programme and project management of EU Funds and for decision makers of important transport, environmental and agriculture projects. Head of EU Funds Management Department Head of Operational Programmes Management Department Head of Project Implementation Unit Financial Manager Head of Investment Center Head of Regional Development Agencies DATE OF EVENT 26 th August 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin Phone: +49 (0) reservation.johnf@arcotel.at 29

30 Practical Toolbox for EU Funds Project Managers Project Management for EU Funded Projects The European Commission requires the use of Project Cycle Management (PCM) for all EU-funded projects and furthermore the application of the Logical Framework Approach (LFA) as a core tool within PCM. Therefore, EU Funds Project Managers need to possess well consolidated knowledge on the tools of both PCM and LFA. Participants will learn how to use those tools more efficiently in EU funds project design, project planning and monitoring as well as the writing and appraisal of project proposals. Moreover, they will be acquainted with the tools pitfalls, limitations and alternatives. WHAT WILL YOU LEARN AT THIS SEMINAR DAY? What are the key components of PCM and LFA and how to use them in your daily work? How can you use the PCM s tools such as Stakeholder Analysis Logical Framework, and Concept Mapping in the best way? How can you avoid common pitfalls? What are the strengths and limitations of PCM and LFA in practice? What are the alternatives to those tools when dealing with complexity? How can you conduct better assessments of project proposals? How can you interact with project promoters in a more systematic way? How can you use problem trees to facilitate project management? What do you need to take into account when applying and formulating the intervention logic? YOUR BENEFITS Strengthen your project management skills Make your daily work more efficient Deepen your knowledge on Project Cycle Management and its toolbox Manage your projects with certainty Become familiar with the strengths and limitations of PCM and LFA Know when you should apply them Learn about alternatives to PCM and LFA Be flexible and cope with complexity in your projects Boost your skills in using problem trees and formulating the intervention logic Know how to set up a proper strategy 30

31 WHO IS THIS SEMINAR FOR? Directors, Heads of Departments or Units, Project and Partnership Managers, Controllers, and other members of staff from: National and regional ministries National and regional subordinate bodies European agencies International and European organisations Universities and research institutions Private and public beneficiaries of EU funds NGOs who develop, manage and implement EU funded projects in the following areas: Structural funds projects (ESF, ERDF, CF, EAFRD and EMFF) - European Territorial Cooperation (Cross-border, Transnational, and Interregional Cooperation) - Agriculture - Infrastructure - Social affairs and education - Youth Employment Initiative - Rural development Research & Development, Horizon 2020, Life+ Migration and border funding IPA projects DATE OF EVENT 27 th August 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin Phone: +49 (0) reservation.johnf@arcotel.at 31

32 Advanced Seminar Financial Accounting of EU-Funded Projects Handling Different Kinds of Costs Reacting to Budget Changes Preparation for Audits ERRORS IN HANDLING EU FUNDS FINANCES CAN SERIOUSLY JEOPARDIZE YOUR PROJECT! EU-funded projects put high demands on project leaders and coordinators. Especially correct financial accounting of projects constitutes a great challenge. Beneficiaries have to follow strict and complex rules set up by the European Commission. The project needs to be correctly managed with respect to its financial accounting. If you as beneficiary do not fulfil your financial accounting obligations, both the European Commission and the designated national authorities can freeze your funding or even reclaim it completely. Therefore, protect yourself from repayment and prepare intensively for financial controls! A WELL STRUCTURED FINANCIAL MANAGEMENT IS CRUCIAL FOR THE SUCCESS OF YOUR EU-FUNDED PROJECT Managers of EU-funded projects need to implement and comply with specific financial rules. As the reporting requirements are inflexible, a precise documentation plays a vital role, especially in case of controls. Moreover, concrete deadlines and specific eligibility rules need to be followed. Thus, a well structured financial management is crucial for the success of an EU-funded project. WHAT WILL YOU LEARN AT THIS SEMINAR? What does the European Commission require from beneficiaries of EU Structural Funds regarding the financial accounting of EU-funded projects? What are the beneficiary s duties regarding financial accounting and which relevant forms and declarations do I have to be familiar with? How can I manage my bookkeeping correctly? How to differentiate variable costs, fixed costs, direct costs and indirect costs Which costs are eligible and how do I cope with disallowance of costs? What do I have to be aware of when using flatrates to simplify accountancy? What are particular requirements for financial accounting of personnel costs? What needs to be done if a budget change occurs during project implementation? How do I assure a smooth cooperation between administrative staff and those implementing the project in practice? How can I prepare for administrative checks and verifications, on-the-spot checks as well as financial audits from the Audit Authority in the best way? YOUR BENEFITS Protect your budget Prevent repayments Benefit from a hands-on and practical seminar approach with case studies, practical examples as well as numerous recommendations for your daily work Be proactive Prepare yourself for on-the-spot checks and financial audits Participate in an interactive workshop with group work and take advantage of the possibility to directly apply your newly acquired knowledge Discuss your individual questions with our experts from different authorities Exchange experiences with other beneficiaries and peers from all across Europe 32

33 WHO IS THIS SEMINAR FOR? Beneficiaries of European Structural and Investment Funds (ESI Funds) and in particular ERDF, ESF and CF implementing EU-funded projects Public and private institutions as well as organisations applying for EU Structural Funds Ministries administering EU Structural Funds Managing, Audit and Certifying Authorities for EU Structural Funds Intermediate Bodies and Implementing Bodies for EU Structural Funds Municipalities and local authorities Public and development banks Chambers of Commerce and Chambers of Crafts Specialised consultants and certified public accountants working with EU Structural Funds DATE OF EVENT 31 st August 1 st September 2015 EVENT LANGUAGE The event language will be English. EVENT LOCATION Arcotel John F Werderscher Markt Berlin, Germany Phone: +49 (0) Fax: +49 (0) reservation.johnf@arcotelhotels.com Internet: 33

34 European Seminar Financial Corrections, Payment Applications and Annual Accounts of ESI Funds STRENGTHEN THE FINANCIAL MANAGEMENT OF ESI FUNDS The programming period introduces new rules for the financial management of the European Structural and Investment Funds. Roles and responsibilities of different national and regional authorities have significantly changed. Managing and Certifying Authorities are now even more the Commission s guarantee of assurance. Managing Authority remains to be the first instance responsible for control of the expenditures and detecting irregularities. The Certifying Authority has to guarantee that the statements of expenditure are accurate, result from reliable accounting systems and are based on verifiable supporting documents. Furthermore, they must ensure the compliance of expenditure with Community and national regulations. Audit Authorities audit the financial management undertaken by the previous authorities. Although all authorities involved in the Management and Control Systems are responsible for preventing irregularities, it is the role of Certifying Authority to take care of payment applications, annual accounts, reporting, withdrawals, recoveries and their reimbursement to the general budget of the European Union. Financial corrections impact the work of all authorities involved in the financial management of ESI Funds. To meet the new requirements, Managing, Certifying and Audit Authorities need well skilled and persistent officials able to examine the expenditures. Officials working in all authorities need to be able to assess the effective functioning of the system, efficiently contribute s as well as the logic of audit trails, quality of control activities undertaken by the managing and audit authorities. They need to assure the controls are suitable and sufficient to serve as a basis to certify the expenditures. 34