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Question |
Answer |
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Small project funds |
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Is it possible to manage the small projects of SPF in the same Jems system as the "normal" projects (the SPF beneficiary having to set up its own system)? Are there any pitfalls? |
If Jems shall be used to manage the small projects within an SPF we strongly recommend to create a separate Jems instance for Small project funds. It can run on the same server as the main (MA) system, this will result in synergies in terms of resource provision and support/maintenance. In principle, it may be feasible to have a dedicated call for small projects in the MA system. However, we recommend testing carefully. Issues to be considered are:
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Assessment |
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A place to document workflow (dates + related documents; notification letter to LP, Info to MC) |
The assessment workflow can be documented in the Assessment and Decision section, using assessment steps and decisions explanatory notes text fields and the Attachment section. There is also the possibility to have a Checklist template defined with what type of info needs to be collected and filled by a (programme) user for each application assessed. As for notification letters, the Shared folder can be used Shared folder. More exploration of a possible solution is needed to identify possible solutions serving the majority of programmes requirements in this regard. |
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When can we see/use a consolidated form of the answers from 2 Checklists? 4 eyes principle of 2 different assessors? |
When drafting a consolidated checklist, the possibility for a compared view of two other (input) checklists selected by the user is in the backlog, but has been postponed due to higher priority developments. Checklists can be shown in different Browser windows arranged next to each other on the screen. |
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Modifications |
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If there are changes to the project, will the tracking of changes be visible for verification prior to the validation by the JS of the amended AF? Will this be done directly with the audit log or will a Jems module be used to interface with the logging tool? |
The basis for project modifications is the versioning feature of the application form. The versioning of application/project data will also be functional during project implementation. A project can be opened for modification, and this will lead to a new version of the application form. The system will store all versions and allow users to compare any two of them. Historic versions can be viewed directly in the system in an easy and user-friendly way (not in the audit log). To track changes visibly, please follow the steps outlined in manual: Export - Comparison of AF versions through PDF |
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Technical assistance |
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Will the calculation of the Technical Assistance (flat rate of the amounts declared on the different axes) be automated in the system? Is a TA tracking table planned? |
Internal management of Technical Assistance by programmes will not be treated in Jems for this programming period. TA funds will be reimbursed to programmes as a flat rate, with no further monitoring obligations imposed by EC. However, programmes with Jems licence agreement signed are free to use another Jems installation for Managing authority to monitor Technical Assistance funds and contracts separately. |
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Reporting module/ Cost categories |
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When reporting staff costs by beneficiaries, would it be possible to integrate the information about the total percentage of working time dedicated to the project when using the method foreseen by art 38.b) (ETC regulation) to allow an automatic calculation of staff costs? |
Such feature is not implemented. |
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Audit, corrections and irregularities |
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Is an automatic extraction (or standard export) of data envisaged for the Commission's planned Interreg sampling for second-level audits? |
The data of EC payment applications are available in a the data provider for plugins, however, the export plugin for the data to be transmitted to the EC for the common audit sample is still to be developed (see Payment export ). |