Prsentation PowerPoint

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Welcome to Workshop II Running EQUAL
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• Key points of the workshop
• Institutions and Meetings
• Launch of the programme
• Action 1, 2 and 3
• Monitoring and Evaluation

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• Our experts
• Mr Torsten THUNBERG - SW
• Mr Giovanni VERNA - IT
• Mr Tamás JANKO - HU
• Mr Manuel OLIVEIRA - PT
• Ms Miroslava KOPICOVA - CZ
• Ms Isabelina JORGE - PT

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And now, lets find...
...The Rapporteur!
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Institutions, Documents and Meetings
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EQUAL characteristics

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Institution structure
Monitoring Committee
Paying Authority
Managing Authority
National Support Structure
Audit and control unit
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Institutions and documents
European Commission
CIP / SPD
Monitoring Committee
Programme complement
Managing Authority NSS
Annual Reports Natl evaluation reports
Paying Authority
Payment Claims
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Institutions and Meetings
Monitoring Committee
Monitoring Committee Meetings
European Commission, Managing Authority
and Paying Authority
Annual Meetings
European Commission and Managing Authority
Heads of Mission meetings
Technical meetings
National Support Structures
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Recommendations

• Involve high level officials
• Involve stakeholders from the beginning
• Check national legal framework

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Illustration of the Monitoring Committee work
Mr Torsten Thunberg from the MA in
Sweden responsible for the management of the MC
secretariat in Sweden
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Composition of partnerships
Public sector
Private sector
Area of work for a Development Partnership
Research Development
NGOs and Social Partners
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Composition of the Monitoring Committee
An EQUAL challenge for the MA as creating the DP
is for contributors. The Partnership approach is
equally applicable.

• Relevant representation
• Influential persons and organisations
• Gender balance

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Preparation of the Monitoring Committee

• Basic information
• Working meetings on major documents
• An accepted system and level for involvement
• Meetings how often and how long?
• MC meetings along DP activities

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Working methods of the Monitoring Committee

• Two Step method
• Preparation in executive- and drafting-
  
  subcommittee meetings
• Executive committee concentrating on diffusion
  and impact
• Drafting committee on Gender Equality
• Drafting committee on Diversity and Integration
• Drafting committee on Local development
• Drafting committee on Monitoring and
  Evaluation

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• Launch of the Programme
• Providing info to potential applicants
• Preparing application forms and Guidance
• Organising the call for proposals
• Selecting the Development Partnership (DPs)

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Launch of the Programme Think ahead and
plan carefully Mainstream from the beginning
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Running EQUAL Contribution by Giovanni
VERNA Objectives 1. To guarantee a high rate of
participation 2. To encourage high quality
proposals 3. To establish adequate information
flows with DPs
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(No Transcript)
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Prepare and Action Plan and stick to it

• Targets
• Advertise the Initiative as soon as possible
• Publish broadly the programme, immediately after
  approval
• Publish broadly the call for proposals
• Prepare and make available clear and to the point
  material
• Support the dissemination effort with targeted
  seminars/ws

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• Targets
• Produce user friendly automated application form
  editors
• Use internet to assist in dissemination of
  information
• Support potential DPs with Help-Desk facilities
• Organise the selection committee
• Organise and adequate information system

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• Summary of Key Actions
• Disseminate TO REACH LARGE NUMBERS OF ACTORS
• Organise your resources TO HANDLE YOUR RETURN
  FLOWS
• Provide guidance to DPs LEAVING NOTHING TO
  CHANCE
• Promote computer based tools TO FACILITATE
  DATA MANAGEMENT
• ABOVE ALL HAVE A PLAN AND STICK TO IT!

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The EQUAL Programme in Hungary Launch,
problems and solutionNovember 2002
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Contents
1. Preparation 2. Contracting 3. Problems
solutions 4. Schedule of EQUAL in Hungary
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Preparation 1

• Management Authority- need for a strong centre
• Call for Proposals (March 14)
• IT support, PR
• Information days (03/26-04/05, 1710 invitations,
  369 participants )
• Support for applicants (476 registered
  downloading, 70 questions)
• Submission May 5, 25 packages

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Preparation 2

• Expert group
• Policy and implementation improvement
• Evaluation and results July 4
• Five DPs 2 NGOs, 1 local government, 1 Labour
  Training Centre, 1 public -social company

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Contracting

• Applicants had only 50 days
• Phare rules and procedures
• First meeting July 30
• Contract negotiations detailed budgets, business
  plan, cash-flow, social care programs, need
  analysis, employment strategy, follow-up and
  after-care
• Contracts signed Oct-Nov. 2002

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Problems and solutions 1

• Need for pre-selection
• Only 50 days
• Own contributions (5 in cash)
• Primary labour market
• Language
• Corporate culture
• Empowerment

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Problems and solutions 2

• How to design a project
• DP-legal and financial questions
• Training on EQUAL
• Primary labour market employment
• SMEs versus PHARE rules (for-profit/non-profit)
• Harmonizing member and non-member Equal

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Equal Hungary Schedule

• 2002-2004 total cost 2 M
• Design January, February
• Tendering March, April
• Evaluation May, June
• Contracting July-October
• Approved for Action one November 11

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Action 1 Very busy period!!! Need for close
collaboration among DPs, MA, NSS and EC
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Action 2 Implementation of the Development
Partnership project Action 3Dissemination
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Implementation of EQUAL in the Czech Republic
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• Czech Republic (CR) and Hungary join EQUAL
• CR establishes core national structures
• CRs ambition - to catch up with EQUAL in EU by
  January 2002
• Ex-ante analysis preparation
• Ex-ante - Community Initiative Programme (CIP)
• Priority themes and suitable human resources
• Preparation of basic materials according to
  Phare, CR-Phare co-financing
• National Support Structure (NSS) identifies
  partners

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• Preparation of Call for Proposals
• Web site
• Database of contacts, brochure and flyer
• EQUAL launch conference - questionnaire
• Assistance from EU NSSs
• Working seminar for interested organisations and
  for Ministry of Labour and Social Affairs (MoLSA)
• Project submission - end of November 2002, 76
  proposals
• Selection of 30 independent external evaluators
• Drafting a contract for selected development
  partnerships (DP) in Action 1

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• Monitoring Committee (MC) selects 20 projects
• Unsuccessful ones can join selected projects
• Call to all interested Czech organisations to
  join 20 projects
• 2 groups of tutors - "vocation and ministerial
• Advantage for DPs and MoLSA
• Action 1 starts on 2nd January 2002, Czech DPs
  can search for transnational partners
• Assistance to DPs
• Learning to use "transnationality" tools - ECDB,
  ETCIM
• ELIA database

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• Workshop for DPs - How to create a TCA?
• Workshop on transnationality - different
  approaches
• CR will approve only TCAs with confirmed DPs
• Publicity during Action 1, press conference
• EQUAL in CR - grant scheme under Phare
• Drafting Operational Guidelines
• FAQ, gender mainstreaming
• Meeting with tutors
• NSS helps DPs find transnational partners
• Barcelona conference

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• Financing Memorandum signed in May
• Call for Proposals - end of Action 1
• Search for experts for external evaluation
• Evaluation process follows Phare rules - 9
  projects selected
• Informing foreign partners
• Discussions on budget modification with DPs, 10th
  project approved
• Mainstreaming and publicity
• October 2002 - start of Action 2 in CR

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• Guidelines for Beneficiaries
• Information about Czech DPs in English
• Ready to give a hand

Please contact us at equal_at_nvf.cz
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THEME F - ADAPTABILITY Adaptation to change and
ICT Member State PORTUGAL TCA Partners Germany
/ Finland / Spain
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TRANSNATIONALITY
TO ESTABLISH A TRANSNATIONAL PARTNERSHIP Why?

• Its a learning process sharing problems,
  suggestions and solutions
• To build up contacts and to work with different
  cultures and systems
• It provides real added-value for a sectorial
  project - moulds

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TRANSNATIONALITY

• ECDB (EQUAL Common Database) consultation
• - Selection of 3E and 3F (thematic field with
  common strategies and priorities) projects
• Analysis, exploitation and assessment of
  short-listed projects
• - Focus on diagnosis, objectives and
  kind of DP
• Direct approaches - first contacts (by e-mail)
• - Objective to gather additional information
  about projects and especially about
  transnationality objectives.

Steps
Search for Transnational Partners
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TRANSNATIONALITY

• E-mail contacts
• - Full exchange of information contacts with
  around 20 projects
• - Beginning of personal contacts by phone

Steps

• Exploratory exchange meetings
• - Participation in a meeting Finland with
• 2 German projects
• 1 Finnish projects
• 1 Portuguese project.

Search for Transnational Partners
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TRANSNATIONALITY

• AFTER THE MEETING
• E-mail and phone contacts
• Work programme to establish the TCA
  (Transnational Cooperation Agreement)
• Addition of a Spanish project (potential partner)
  to this previous Agreement.

Steps
Search for Transnational Partners

• Permanent contacts
• - By phone and e-mail
• - Sharing of common objectives
  - Sharing of suggestions - Sharing of
  proposals.

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TRANSNATIONALITY
Tools

• EQUAL Guide for Transnationality

TCA Preparation

• Communication platform
• - BSCW - Available for all partners aiming to
  collect and consult documents created or
  exchanged by each DP.

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TRASNATIONALITY

• TCA Title
• EEE - Empowerment for Enterprises and Employees

• DPs identification
• - DE-EA-56483, NRW Dusseldorf - Germany
• - ES-538, ANFACO Vigo - Spain
• - FI-18, Kainun Kajaani - Finland
• - PT-2001-016, Centimfe Marinha Grande -
  Portugal

TCA Negotiation

• Identification of ETCIM Secretary
• Sabine Hellmann-Flocken German DP

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TRANSNATIONALITY

• Common Objectives
• Organizational innovation in SMEs
• Methodologies, tools and strategies that allow
  SMEs to adapt themselves to technological and
  structural changes
• Development, adaptation and sharing tools and/or
  methodologies already developed by other
  partners
• Human Resources adaptation to ICTs.

TCA Negotiation

• Different Problems
• Unemployment
• Gender gaps
• Participation of Local Authorities.

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TRANSNATIONALITY

• Approval of the TCA
• - TCA submission in ETCIM
• - TCA Validation in 21-03-2002
• - TCA signature (paper version).

TCA Conclusion
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TRANSNATIONALITY

• Real added value and commitment of all
  key-players to develop a partnership

Resume

• Great contribution to the achievement of
  objectives

• Excellent personal relationship between partners

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TRANSNATIONALITY

• Signature of an Agreement that includes all the
  partners expectations

• Common aim development of activities by sharing
  results and creating best practice manuals

Conclusions

• We are going to promote the exchange between
  companies integrated in each DP.

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Monitoring
Isabel Nogueira Martins Copenhagen, 21-22
November 2002
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Monitoring

• ECDB (EQUAL Common DataBase)
• - What
• - Why
• - How to use it
• What is ELIA?
• What is ETCIM?
• Annual Reports
• Annual Meeting Review

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What...?

• List of data agreed between the Member States and
  EC - Standard Clauses

Why ...?

• Information at different levels DP and CIP
• Harmonisation
• Transparency
• Statistics and clear information
• To find transnational partners and to conclude TCA

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? ECDB must be regularly updated
? Member States have given a formal commitment in
each CIP.
? Member States must sent information. Via
ELIA Via their own IT application
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• EQUAL Local Input Application
• Simple application to input and transfer the
  ECDB data
• Application developed using Access 2000

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• EQUAL Transnational Cooperation Internet Module
• Internet application to facilitate the conclusion
  of the TCA.
• Only accessible via INTERNET
• Access is reserved to authorised users.
• Linked with the ECDB

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How to use the ECDB?
https//equal.cec.eu.int/equal
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Annual Reports (art. 37 of Regulation 1260/99)
? Key document in the management of the
initiative. Learn with the past to improve
the future
Annual Meeting Review (art. 34.2 of Regul.1260/99)
? Review the implementation of the CIP
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Standard Data should be sent regularly Anticipate
your needs
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EQUAL Information System
Isabelina Jorge EQUAL PORTUGAL
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Topics

• ELIA or own System?
• Advantages of an integrated system
• Who was involved in the definition of the system
• How much time
• Process and Project management

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ELIA versus own system

• The need for a tool to
• Thoroughly supporting EQUALs workflow
• - Both operational and decision support
• - both physical and data analysis and calculus
• Full project life cycle coverage
• Compliant with National and European legislation
• Taking retrieval effort out of the NSS and into
  the source of information...
• Not just a retrieval tool for ECDB...

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The Integrated IS

• Centralized net centric- easy access by a wide
  range of users
• Functionally complete (full life cycle
  coverage)
• Electronic interfaces with
• - Project beneficiaries data retrieval
• - Other Systems (ECDB, National funds
  authority...)
• Vertical integration

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IS Architecture
SIIFSE
Data Warehouse
Payment Authority (PA) OLTP
E-forms
OLTP EQUAL
PA (IGFSE)
EQUAL
EC
Entity
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Advantages

• Productivity
• Focus on analysis work by technical staff (not
  on retrieval)
• Data quality
• Vertical communication (Payment Authority)
• - Quicker
• - More liable
• Decision support by dimensional analysis both
  physical and financial data
• Security and confidentiality
• Modern technological infrastructure ( HW,
  SW,...)

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Advantages other interesting features
Project Directory accessible via - Equal
site http//www. equal.pt - SIIFSE Site
http//siifse.igfse.pt http//siifse.igfse.pt/asp/
directorioProjectos/eqDefaultEQUAL.asp
Integrated Document and project management
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Who was involved?

• Key actors either with ESF previous experience
  and/or future responsibilities in QCAIII
• A development partnership integrating
• Payment Authority for ESF
• Key Program managers
• - EQUAL
• - POEFDS (Employment OP)
• - PRODEP III (Education OP)
• Other State Departments responsible
  foremployment policies

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How much time?

• An incremental approach
• 2000 - Preliminary work, strategic definition of
  scope and objectives,Cahier de Charges
• 2001- Analysis, development (base version and
  offline application), customisation for Action 1
  specificities
• 2001, April - launching IS EQUAL, Action 1
• 2002 - Action2 detailed requirements definition
  development and launching, DSS piloting
• 2003 Action 3 and full Data Warehouse production

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Process and project management

• Allocate adequate time and human resources
  (number and profile) to
• - Requirements management
• - Follow-up of project life cycle analysis,
  design, construction, deployment
• - Technical support and helpdesk for users on
  the production phase
• - Incremental development and contracting

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Evaluation - three levels

• DP level (self evaluation of activities)
• National level (Independent)
• EU level (Program level incl themes and TN)

Further reading

• Transnationality guide, fiche on evaluation
• EQUAL implementation guide Chapter 7.

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Conclusions

• What were the key messages you learned from the
  WS?
• Which questions still need to be answered?
• What would you welcome next?