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1. EAMR Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21.1 Chapter 1 - Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21.2 Chapter 2 - Access and navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51.3 Chapter 3 - How to fill in the EAMR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111.4 EAMR Delegations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
EAMR Manual
Français
EAMR Manual
To access a section of the EAMR manual, please click on the appropriate title.
If you work in a delegation and you have a slow internet connection, you can also read this manual in .PDF format
1. Introduction1.1 What is the EAMR1.2 When to report?1.3 Who reports on what
1.3.1 EAMR delegations1.3.1.1 DEVCO's delegations1.3.1.2 Delegations in potential candidate countries or in candidate countries
1.4 Actors1.5 Permissions
1.5.1 Consultation permissions for USMs1.5.2 Editing permissions
1.6 Support2. Access and navigation
2.1 How to access the EAMR2.2 How to navigate2.3 Searching for the final report2.4 How to print the EAMR
3. How to fill in the EAMR3.1 What information to fill in
3.11 Save/mark/unmark information3.2 Questions3.3 Indicators
3.3.1 Key Performance Indicators3.3.2 Indicators3.3.3 How indicators are calculated
3.3.3.1 Benchmarks3.3.3.2 Calculation3.3.3.3 DEVCO KPI Dashboard
3.3.4 KPIs summary3.4 Content of the different sections
3.4.1 Section 1 - Executive summary3.4.2 Section 2 - Programming and Aid Delivery Modalities3.4.3 Section 3 - Implementation and Results3.4.4 Projects3.4.5 Section 4 - Aid Effectiveness3.4.6 Section 5 - Controls3.4.7 Section 6 - Resources3.4.8 Section 7 - Other issues3.4.9 Section 8 - Statement of assurance3.4.10 Section 9 - Mandatory annexes and other attached documents
3.5 Generating the final report4. EAMR Indicators Glossary5. EAMR Delegations
Chapter 1 - Introduction
Version française de ce chapitre
Chapter 1: Introduction
Content
1. Introduction1.1 What is the EAMR
1.
2.
1.2 When to report?1.3 Who reports on what?
1.3.1 EAMR delegations1.3.1.1 DEVCO's delegations1.3.1.2 Delegations in candidate and potential candidate countries
1.4 Actors1.5 Permissions1.6 Support
Document history
Date Modification
June 2011 Draft version
04 July 2011 Validation by Business Manager (BM)
08 July 2011 Added a report to list in section 2.4.2
28 July 2011 Added section to the manual2.5. How to print the EAMR
29 July 2011 Adapted description of section on request of BM2.4.2. Resports tab
29 August 2011 Added section .2.4.4. KPI Validation reports
05 September2011
Added explanatory table on KPIs and updated version of the Glossary ( ) provided by BM)EAMR Old Glossary
23 September2011
Added explanation on signature by Head of Delegation to section 3.7
29 December2011
Adapted link to EAMR, adapted regarding the Statement of Assurancesection 3.7
06 January 2012 Updated with the EAMR Release 11.02
January 2013 Updated with the EAMR Release 12.01
December 2013 Updated with EAMR Release 13.01
January 2014 Updated the explanation for attaching justifying documents. The updates can be mainly found in Section 9 - Attached. documents
December 2014 Updated screenshots and Projects list explanation. Updated the Glossary (as provided by the BM).
November 2015 Updated screenshots and Projects list.
December 2016 Updated with EAMR Release 8.0 - Follow-up of problematic projects, different SOAs supported
1. Introduction
1.1 What is the EAMR?
The EAMR or External Assistance Management Report is a report submitted by the EU Delegations to Headquarters once a year. The reportingfollows the chain of responsibilities set up as part of devolution, i.e. the manner in which sub-delegations are granted from the Director General ofDEVCO / NEAR to the competent Director of DEVCO / NEAR to the Head of Delegation. It represents an important element of the internal controlframework and forms a key part of the accountability process leading to a Director General's signed declaration in the Annual Activity Report.
The purpose of the EAMR is twofold:
It is a in which the Heads of Delegations report to DEVCO/NEAR Headquarters on the progress made andmanagement report obstacles encountered in the implementation of EU policy and priorities for external aid and cooperation (i.e. Aid effectiveness) and in theexecution of the related programmes and projects.
It is an which includes a statement of assurance signed by the Heads of Delegations on the management of theaccountability reportfunds sub-delegated to them by the geographic Directors of DG DEVCO / NEAR.
1. 2.
1.
2.
The allows the registration and the signature of the report and it leads to the automatic generation of a PDF version. TheEAMR applicationapplication combines information manually entered by the user with information automatically retrieved from CRIS via the Data Warehousereporting tool.
1.2 When to report?
The EAMR is by Delegations managing programmes falling under the responsibility of EuropeAid. The exercise issubmitted once a yearofficially opened on the and the report can be completed and signed until the 15th of December 31st of January.
1.3 Who reports on what
The reporting follows the chain of responsibilities set up as part of devolution, i.e. the manner in which sub-delegations are granted from theDirector General of DEVCO / NEAR => [thematic Director DEVCO] =>competent geographic Director DEVCO / NEAR =>Head of Delegation.
1.3.1 EAMR delegations
An EAMR Delegation is a delegation that submits its own EAMR for a given EAMR exercise. For further details please see the chapter EAMRdelegations.
1.3.1.1 DEVCO's delegations
Among DEVCO's delegations, we distinguish between three types of delegations. The type of delegation determines the tasks and responsibilitiesconcerning the filling out, the signature and the accountability for the completeness of the report:
National delegation: fills in the report and signs it (for example )Malawi
Regional delegation (for example heading the delegations from and as Nicaragua, Costa Rica, El Salvador, Mexico Honduras regional offices)
fills in its own report and signs itis accountable for and signs the reports of the regional offices
Regionalised delegations (in the example above and ) fill in their own report, but the Costa Rica, El Salvador, Mexico Hondurasregional delegation (Nicaragua) is accountable for the completeness of the report and signs it.
A system of "parallel subdelegation" has been established for regional / regionalised delegations (South America, Central America, and theCarribean). The Director of DG DEVCO (G) subdelegates to the Heads of regional Delegations the implementation of operations in theregionalised delegations. Two cases apply:
Each of the Heads of regionalised Delegations with a contribute to the regional EAMR by signing a partiallimited operational section declaration for their operations carried out under his/her own subdelegation, which will be annexed in the regional EAMR.For regionalised delegations with a (Mexico, Honduras, El Salvador, Jamaica, Guyana, and Cuba), each HoDfull operational sectionwill sign their own EAMR and the Head of the corresponding regional Delegation will contribute to the EAMR of these regionaliseddelegations.
For , a variation of this system applies: in addition to the subdelegation to each HoD for the operations in their country, the DirectorBrazilsubdelegates directly to the COP/CFCA in Brazil instead of the HoD in Brazil.
Please bear in mind that:
Delegations should complete the full report giving special attention to the projects and programmes that are indeed covered bysub-delegation.ACP delegations should address operations financed from both the Budget and the EDF – including in the annexes.Delegations should ensure that all relevant sections within the delegation contribute to the EAMR, and especially the Finance, Contractsand Audit sections and that each actor has the required permission in the application.
1.4 Actors
The EAMR is filled in by delegations and the Head of Delegation is in charge of the signature and of the report's content. The three main actorsinvolved in the registration and production of the report in the EAMR application are:
ENCOD Delegation user who fills in the initial values in all sections and does an initial review and acceptance of the values given.
REVIEW Delegation user responsible for verifying the values entered by ENCOD in all sections and for changing/completing some of thevalues where necessary. He/she is also able to reject the values given by ENCOD who in this case will have to update and revisethem.
HEADOF Head of delegation, responsible for the final version of the EAMR report
reviews the final content of the report, ensures that the information is reliable, complete and accuratemarks all sections as finalizedgives a global assessment (an orange or green light) and a free-text assessment to the groups of indicators from the 'KPIsummary' tab in section 9adds a comment on the 'DERL01 Deviations and prior approvals by delegation' annex in section 8signs the 'Statement of assurance' in section 9.
1.5 Permissions
Staff at HQ and in delegations have read-only access by default to the finalized EAMR reports. The report can also be consulted via Datawarehouse.
The permissions you need to work in the EAMR are granted to you by the team.DEVCO APPLICATION Support
1.6 Support
For with the EAMR application, please contact the team.application support on technical issues DEVCO APPLICATION Support
[1] ENCOD, REVIEWER or HEAD OF DELEGATION
^ top
Related pagesChapter 2: Access and navigationAll chapters
Chapter 2 - Access and navigation
Version française de ce chapitre
Chapter 2: Access and navigation
Content
2. Access and navigation2.1. How to access the EAMR2.2 How to navigate 2.3 Searching for final reports2.4. How to print the EAMR
2. Access and navigation
2.1. How to access the EAMR
The Heads of Delegations need to connect with their EEAS profile.
The HEADOF role is only granted to the Head of Delegation in person. 'Empowerment' is not accepted for EAMR!
In order to access EAMR, please go to the DEVCO intranet welcome page .http://myintracomm.ec.europa.eu/dg/devco/Pages/index.aspx
You have two possibilities to access the EAMR application:
1. Click on 'Delegations' in the left menu and then click on EAMR:
2. In the right navigation menu ("Quick Links DEVCO Tools") select . EAMR
You will have direct access to the application.
You can also access the tool by entering the following URL into your browser: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=eamr.welcome
Enter your e-mail address and then the EU Login password in the available fields and click on "Sign in".
2.2. How to navigate
The ‘My EAMR’ menu will lead you to the screens where you will enter the information concerning your Delegation.
The EAMR application is accessible from all computers, without the need for additional security conventions or tokens.
The login of each user is indicated in the top right corner of your screen, as well as the possibility to change the language in which you want touse the application - French or English:
To enter the information for your delegation, select your delegation:
Depending on the permissions you have in the application, you will have access to either one unique delegation or an entire group.
When a DEVCO staff member of a regional delegation accesses EAMR, (s)he will be able to access not only the own delegation report, but alsothe reports of the regionalised delegations, provided he has the right access permissions.
However, a DEVCO staff member in a regionalised delegation will only have access to the report of her/his own delegation.
For example, as a user working in the delegation of Nicaragua you will be able to see the EAMR for Nicaragua but also for El Salvador, Mexiqueand Honduras.
2.3 Searching for the final reports
Staff at Headquarters without having tocan access and print the previous finalised versions of their EAMR and their related annexes,connect to the Data Warehouse.
Click on the sub-menu in the left navigation menu of the screen:Final report
From the Final Report menu, you can access previous finalised reports and its related annexes Let's say you want by delegation or by exercise.
to look for all reports for the delegation of Argentina. If you do not enter a specific EAMR reporting period, all finalized reports and their annexeswill be displayed for the delegation of Argentina, as in the example below. To open the report and its annexes, click on the small print icon
next to each exercise line:
To open/save the report or one of the annexes, click on the small icon on the right hand side of each file title. In the example below we try toaccess the Final report PDF:
A confirmation message is displayed allowing you to 'Open' or 'Save' the file. Once you choose an option, you can either just open the file or saveit in a location of your choice:
2.4 How to print the EAMR
You can print the draft version or the final version of your EAMR by clicking on the Print button
in any section of the application. Clicking on this button directs you to the Datawarehouse log in page: enter here your login and password. Thedraft version of the EAMR report will be generated and displayed.
As long as the EAMR has not been signed by the Head of Delegation, this is the DRAFT version of the report - this is mentioned on theThe final version of the EAMR can therefore only be printed once all sections are finalized and the Head of Delegationcover page of the report!
has signed the Statement of assurance in section 9.
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Related pages Chapter 1: Introduction Chapter 3: How to complete the EAMR All chapters
Chapter 3 - How to fill in the EAMR
Version française de ce chapitre
Chapter 3: How to fill in the EAMR
Content
3.1. What information to fill in?3.1.1. Save/mark/unmark information
3.2. Questions3.3. Indicators
3.3.1. Key Performance Indicators3.3.2. Indicators3.3.3. How indicators are calculated
3.3.3.1. Benchmarks3.3.3.2. Calculation3.3.3.3. DEVCO KPI Dashboard
3.3.4. KPIs summary3.4. Content of the different sections
3.4.1. Section 1 - Executive summary3.4.2. Section 2 - Programming and Aid Delivery Modalities3.4.3. Section 3 - Implementation and Results3.4.4. Projects3.4.5. Section 4 - Aid Effectiveness3.4.6. Section 5 - Controls3.4.7. Section 6 - Resources3.4.8. Section 7 - Other issues3.4.9. Section 8 - Mandatory annexes and other attached documents3.4.10. Section 9 - Statement of Assurance
3.4.10.1 Several Statement of Assurance contributions3.4.10.2 The case of Brazil: multiple signatures
3.5. Generating the final report
3. How to complete the EAMR
To enter the required information for your Delegation, click on 'MY EAMR':
Please refer to the before completing the reportEAMR Guidelines .
Before accessing any information, make sure you have the proper permissions for your role: ENCOD, REVIEW or HEADOF! For furtherdetails, see of this manual.Chapter 1
If you see a drop-down list, it means that you have permissions for more than one delegation. Then, select the one for which you want to edit thereport:
In the header of the screen, the name of your Delegation is displayed, together with the period of the current EAMR exercise:
The information you have to enter is structured in Next to each section, you have 4 columns, as described below:9 sections as shown above.
Status: If a colleague has already marked a section as finalised, this is mentioned in the Status column, together with the role, login andthe date.Mark: This button can be used to mark a section as finalised, once all its tabs are filled in.Last update: in this column you can see, for each section, when the section in question was last updated.Last user: in this column you can see, for each section, the login of the user who most recently updated the section.
In order to be able to complete the EAMR, select the appropriate section by clicking on its title.
Each section contains information organized in one or several tabs, which are shown in the lower part of the screen. To enter information, click oneach tab of the section:
Note that when clicking on a section, all the other sections in the list are collapsed. In order to go back to the sections list and select anothersection to fill in, click on the section title again.
3.1 What information to fill in?
In each section, information is structured in several tabs, depending on the section content. Please note that not all the tabs can be found in allsections. Most sections contain the following tabs: 'Questions', 'Key Performance Indicators (KPIs)' and 'Indicators'.
IMPORTANT! The order of the tabs or of the sections is not necessarily following the sequence entering the information! Some questions specify that they should be answered with reference to some KPIs / indicators, which could be in a different tab or
In this case please check, and if necessary fill in, the indicators concerned. This is particularly important fora different section.
3.1.1 Save/Mark/Unmark information
The information is automatically saved into the system once entered. For comments, information is saved as soon as you click 'Save' in thepop-up of the respective field.
The system will then save the record and a green confirmation message is displayed:
If you try to insert an incorrect value or if mandatory information is missing, a red blocking message will appear:
Mark as finished / unmark
As soon as you have finished registering a complete section (all tabs), each user having a role (ENCOD, REVIEW and HEADOF) must "MARK"the section as finalized in order to approve the information that has been registered. Use the 'Mark' button available next to each section in the toppart of the screen:
If ENCOD "marks" a specific section as finished, this means that ENCOD no longer has the possibility to make changes in that section. However,the user acting as REVIEW may "Unmark" it, if s/he requires the ENCOD to change any information.
Once REVIEW "marks" a section as finished, ENCOD no longer has the possibility to make changes in that section. The HEADOF, however, canadd / modify any data, and can still "Unmark" the section to send it back to REVIEW for modifications.
indicators linked to project information: the needs to be filled in first before these indicators are automaticallyProjects sectioncalculated in Section 3.
Note that two users in the same delegation can work in the same section at once - in this case, a message will prompt youwhether you wish to continue the changes made by your colleague or start from scratch.
3.2 Questions
The QUESTIONS tabs contain a series of questions, sometimes grouped under a specific topic. Certain questions may be answered in thetext-free area available, by providing a figure, while others can be answered by Yes/No. For the questions for which a free-text answer must beprovided, the system allows for pasting text from a separate document.
Please note however that the Projects list in the EAMR will remain frozen until Friday . Replying to questions in the Projects list02 Jan 2015is therefore not possible before this date.
3.3. Indicators
An indicator is a quantitative measurement of some specific aspect of the organisation's activities that is treated as being indicative of the level in a larger area. Indicators can be used to compare the performance of different parts of the organisation, to alertof performance and quality
managers of potential problems, and to provide objective assurances.
EAMR allows the calculation of several types of indicators assessing the performance achieved through the development aid projectsimplemented in delegations. The application combines the input from users with data extracted from the EEAS survey, from CRIS, and someautomatic calculation formulas.
For the 2014 exercise, the values of the indicators automatically calculated by the system and covering the period from 1 January to 31 December2014 have been uploaded in the EAMR application on 02/01/2015. These values are frozen and cannot take into account any data encoded by
Completing the whole report means that all sections were filled in and marked as finalized!
IMPORTANT! Some questions specify that they should be answered with reference to some KPIs / indicators, which may befound in a different tab or a different section. In this case please check, and if necessary fill in, the indicators concerned. This isparticularly important for indicators linked to project information: the needs to be filled in first before these indicatorsProjects sectionare automatically calculated.
Delegations after the upload. Also, all values coming from the EEAS survey cannot be modified in EAMR - they are displayed as read-only.
Amongst them, we distinguish between two categories: on the one hand, and on the otherKey Performance Indicators Other Indicators .
Key performance indicators (KPIs) are universal and clear indicators of performance in a particular area.
For example, were a Delegation to pay more than half of its invoices at least a month late, that would be an unambiguous indication of moregeneral management problems. Hence, the "Payment Period" indicator is a KPI.
Some indicators apply only to certain delegations: in these cases, this is specified next to the indicator. In such a case, no input is necessary fromthe delegation.
The EAMR contains other indicators which bring additional information on the implementation of external aid development projects. Unlike theKPIs, they cannot always be measured and quantified.
For example, the fact that a Delegation has a higher number of budget support contracts compared to another Delegation means they facedifferent risks and problems, e.g. for financial forecasts, but says nothing about their relative performance: the "Budget Support as a % ofContracted Amounts" is not a KPI.
The KPIs' and other indicators' content and formulas are fully described in the . You can access this glossary in two ways:Indicators Glossary
by clicking on the small icon
next to each indicator, orby clicking the
button available in each section of the EAMR application.
Indicator values and how they are calculated (where they come from in the EAMR) can be checked in the You canDEVCO KPI Dashboard.access the indicators / KPIs in the Dashboard from the EAMR application, by clicking on the corresponding
icon.
3.3.1. Internal Control Standards KPIs
Internal control is the measures that management and all staff take to ensure that:
operational activities are effective and efficient;legal and regulatory requirements are met;financial and other management reporting is reliable;assets and information are safeguarded.
Effective and efficient internal control is essential to any organization. To assist the Directorates General in implementing internal controls, theCommission, as a part of the White Paper Reform, adopted in 2000 its own Internal Control Standards. Those Standards were further revised in2007.
The standards are grouped into six categories:
Mission and ValuesHuman ResourcesPlanning and Risk ManagementOperations and Control ActivitiesInformation and Financial ReportingEvaluation and Audit
There is an EAMR KPI for each of the six ICS groups, to assess the Delegation’s implementation of the group's standards and its effectiveness.
Please note that for the indicators / KPIs that are not automatically computed, yourself. You can addmust provide the value a by using thejustifying document
button next to these indicators/KPIs. If there is no such button available (for some indicators it may be the case), the justifyingdocuments must be attached in the 'Annexes' zone of the Section 8 Attached documents.
These indicators can be found in the section 5 - Controls, under the 'Internal Control Standards KPIs' tab.
For each standard, the EEAS survey allowed the delegations to specify whether the standard was fully, partially or not implemented; and whetherit was fully, partially or not effective. All the answers have been automatically uploaded into the EAMR report and cannot be modified anymore.
The KPI score is the number of standards in the group that were fully implemented and partially or fully effective. Note that a standard that wasnot implemented cannot be even partially effective.
A guide for assessing compliance / implementation and effectiveness is provided on DG Budget's website: http://www.cc.cec/budg/man/icrm/ic/ics/ics_en.html
The control standards are defined in detail in the which also provides a guide to determining to what extent a standard has Indicators Glossary,been implemented, and how effectively.
3.3.2. Indicators on projects data
Notes on Project data
The EAMR presents for each Delegation the list of projects and thematic contracts whose activities were ongoing during the year. "Projects" areretrieved from the "Measure/Projects" module in CRIS. In addition to projects managed by the Delegation, the list contains contracts implementedby the Delegation but funded by thematic budget lines and whose related projects / decisions are managed by HQ. The list only includes thematicBL contracts with EU contribution as from €750.000. Precise criteria for inclusion of the projects/thematic contracts in the Project list arepresented below.
There are five indicators in the EAMR that are based on project information: KPIs 5 and 6 (traffic lights), KPI 18 (project visits), I 5 (communicationplan), and KPI 19 (evaluations).
Indicator data for CRIS Projects can be extracted from the Project's implementation report, but this does not exist for CRIS Contracts.
To deal with this problem and in order to provide a single easy-to-use source of project data, the EAMR provides a Projects and Contracts This is a section of the EAMR system containing an input form that lists all the Delegation's projects and allows the user to encode or.Table
correct the project information used to calculate the indicators.
For a complete description of each KPI, please consult the Indicators Glossary.
The Projects Table
The values of the five EAMR project indicators depend completely upon the contents of this table, which is part of the EAMR system. Forcontracts, the table is the only place where the information can be encoded, as it cannot be added in CRIS.
For CRIS projects, any information already encoded in the CRIS Project module is imported automatically and does not need to be re-encoded.
The imported CRIS Project data can be corrected, and missing Project data can be completed in the EAMR. The list of transactions itself cannotbe modified: projects and contracts cannot be added or removed. Note that the system will display provisional values for the project indicatorseven before the table is completely encoded. These provisional values are not to be relied on. The table must be completed in order to sign theEAMR.
Criteria for including Projects
Only operationally-active projects are included, defined as those projects where, at any time during the reporting period:
The Decision is on-going.The Decision's LMO has not expired.The start date of the project has been passed, but not its end date.There is at least one non-audit / evaluation contract linked to the project that is open and within its end date of activity.
Notes:
A project's start date is the earliest start date of activity of all the contracts linked to it.A project's end date is the latest end date of activity of all the contracts linked to it (excluding audit and evaluation contracts)Audit and evaluation contracts are identified by their commitment type (RA), or their type of service (AU or EV).
Criteria for including contracts
The criteria for including a contract are:
Budget, not EDF.Financed by a budget line.HQ is in charge of the decision.The Delegation in is charge of the contract.The contract does not belong to a project managed by the Delegation that could be used instead.The contract value is 750k EUR or more.
EAMR Internal Control Standards.The contract must be on-going (status EC) on 31/12/N.The end date of activity of the contract must be over 31/12/N.
3.3.3. How indicators are calculated
3.3.3.1. Benchmarks
In the EAMR, all KPIs are This means that the Delegation's score is compared against the benchmark value or range for normalbenchmarked. performance.
For example, the total the Delegation actually paid in 2014 should be between 90% and 110% of the amount forecast at the beginning of the year.Depending on the type of indicator, the benchmark may be different.
Flags
If the KPI value falls short of the benchmark, it receives a
warning light. This means that the result requires further analysis and comments, since it may indicate a problem. In this case, theorangeencoding feedback is displayed under the respective indicator:
If the value falls within the benchmark, the KPI is flagged green and it receives a green
light.
3.3.3.2 Calculation
Some indicators are calculated automatically while other indicators require input from the user.
Non-editable indicators are greyed out and the data is automatically provided by the system:
The user must fill in all the other fields and the system calculates automatically the indicator value. Editable indicators get black outlined whenhovering over them with your mouse:
Some indicators are not available for some delegations. In such a case, the following mention is displayed below and no input is required from theuser:
The benchmarks are specific to each EAMR exercise. To see the latest benchmark, please see the EAMR Indicators Glossary.
Benchmarks are not applied to KPIs that have no value: those that are not applicable to the delegation, or that have no value (becausethe user has not filled in the necessary field in CRIS, or because there is a division by zero).
Below each indicator, a remarks box allows you to comment on the indicator's value. This comment is mandatory if the indicator's final value isoutside the benchmark (and it has an orange warning light):
Where applicable, comments are made on the situation at the end of the reporting period, the evolution during the reporting period, and theevolution since the beginning of the programming period.
1. Indicators to be filled in directly by the delegation user
The user must provide a value (amount, figure, or YES/NO answer). The indicator value will be retained as such, there is no further calculationdone:
Example:
2. Indicators to be filled in by the delegation user and then calculated by the system
Based on data taken from CRIS or the EEAS survey, the system calculates the final value, which is often a percentage.
: The user is requested to insert two values: the 'Amount to be committed (RAE)' and the amount of the 'National Indicative Programme'.ExampleAs soon as the amounts are inserted and you click elsewhere on the screen, the system compares the two values and calculates the result in apercentage automatically:
3. Indicators automatically calculated by the system
In this case no input is necessary from the user. The system takes data from CRIS or the EEAS survey and it calculates the final value.
Example:
4. The Internal Control Standards (ICS) KPIs
These are Internal Control Standards for Effective Management in force within the whole European Commission. They are grouped into 4 sets of2 standards, 1 set of 3 standards, and 1 set of 5 standards. For further details read the chapter on .Internal Control Standards KPIs
A EEAS survey was used for the 2015 exercise in order to assesses the degree of Implementation and Effectiveness of these standards.
Based on the user evaluation, s tandards that have been fully implemented and that are either fully or partially effective receive automatically a
green flag.
For all sets of standards, if at least 50% of the standards have a green flag, the value of the KPI is automatically awarded a green flag as well.
All the data from the EEAS survey has been imported into the EAMR and cannot be modified.
If the overall average is below 50%, the set receives an
orange warning.
5. Indicators on projects data
The final values of these indicators are calculated in the Section 3 - Implementation and results (KPI 5, 6 and I5) and in the Section 5 - Controls(KPI 18).
For their calculation, where available:
from the Implementation report)data is retrieved from CRIS (for the Projects,
Indicators that have not been filled in in the EEAS survey cannot be filled in the EAMR report, but their values will not be taken intoaccount when computing the final KPI value for the section.
are to be This can be done in the entered manually by the users (for all contracts) or it can be updated for the projects. Projects from section 4, before section 3 and 5 are filled in!table
, a traffic light is to be provided based on the answer given to two questions concerning the implementation progress.For the KPI 5
Is the progress of the implementation (activities and results) overall satisfactory?1 - Is the disbursement in accordance to the implementation schedule (yes / partially / no)?2 - Have all activities and expected results met their objectives on time (yes / partially / no)?
The user can give a green traffic light if the answer to both questions is Yes, orange if at least one question is answered with Partially, and red ifat least one question is answered with No.
, the traffic light indicates the level of risk involved by projects encountering implementation problems (having a red traffic light) basedFor KPI 6on the answer to the question:
Is there any risk that the project’s objectives will not be met? (High, Medium, Low)
The user can give a green traffic light if the risk is low, orange if the risk is medium and red if the risk is high.
( ) and ( ) can be be answered with Yes orKPI18 Was the project visited in the reporting period? I5 Does the project have a communication plan?No.
3.3.3.3. DEVCO KPI Dashboard
The DEVCO KPI Dashboard providing the detailed calculation of each KPI value for each Delegation and the list of the transactions taken intoaccount in the calculation is available via the following link: .http://intragate.ec.europa.eu/devcodashboard_qv/QlikView/index.htm
Moreover, a direct link to the DEVCO KPI Dashboard is proposed in the EAMR application itself by clicking on an icon
displayed beside each KPI value.
As from 03/01/2015, the DEVCO KPI Dashboard will provide data frozen at the end of the current EAMR reporting period.
3.3.4. KPIs summary
All KPIs results from the all sections of the EAMR are displayed in a summary table in the section 9 'Statement of assurance'. It provides asummarizing overview of all indicators' results: value, flag (orange or green) and benchmark used in the assessment of the KPI.
The is required to analyse into details the KPIs values and to provide a global assessment light and a free-text assessmentHead of Delegationfor each group of KPIs results, before signing the Statement of Assurance. For more explanations please have a look .here
3.4 Content of the various sections
The report is divided into 9 sections.
3.4.1. Section 1 - Executive summary
This section contains the overall message from the Head of Delegation to the relevant Directors within DEVCO.
IMPORTANT! In this chapter, we will only provide an explanation on the sections or questions that require a clarification. Moreover, thequestions' text is self-explanatory and at the beginning of most of the topics an instruction text is given. Make sure to read theseinstructions before filling in the information.
The Indicators and their calculation are fully described in the EAMR Indicators Glossary.
3.4.2 Section 2 - Programming and Aid Delivery Modalities
This section contains information relating to the breakdown of the delegation's aid portfolio by aid delivery method (project, sector, budget supportapproach) as a result of the programming. It also provides an overall view on the relations between delegations and other actors in the country.
3.4.3 Section 3 - Implementation and Results
This section contains information on the implementation of aid programs and the assessment of the results of those programs.
For the second question, , the system computes 'How many meetings has the Delegation had in the period with CSO / LA representatives?'
Before filling in this section please complete the table below this section. Otherwise the KPI values displayed will be based on Projectsincomplete data and will be incorrect.
the total number of types of meetings listed below, for which the user must provide a number: informal sessions, consultations, policy dialoguesand information meetings.
KPI 5, 6 and 8 and indicator 5 are automatically calculated based on the information included in the "Projects" section of the EAMR application.This information is retrieved from the , but it can be completed or modified directly by the EAMR user in the Measure/Project module of CRIS Pr
section of the online EAMR. ojects
3.4.4 Projects
The Project List is where you provide information about operational projects, to be used to calculate project-related KPIs andindicators.
The Project List is presented as a list of projects, showing basic identification information for each one: its (CTR for contract, DEC forTypedecision); its CRIS (this is a hyperlink to the contract / decision in CRIS), , delegation in charge ( ), benefitting zone ( ), ,Reference Title Del BZ Valueand ; its type of financing ( ), and whether delivers aid via (as opposed to the project approach).Status Thematic / Geographic Budget Support
Projects cannot be added or removed in the EAMR. For more information about how the projects are defined and selected, please visit thededicated Knowledge Base page: .2016 Project List
Information must be filled in for every project in the list. It will not be possible to sign the section until all required answers have been provided.The completion rate for the different questions are shown above the project list; they are also shown next to each of the KPI / indicators thatdepend on Project List information: it is recommended not to comment on these until the relevant questions are 100% completed, as until then theKPI / indicator value may change. The questions are hidden by default. To see them you must expand the the project / row by clicking on thearrow in the first column:
KPIs 5 and 6 are "traffic light" assessments: the traffic light (red / orange / green) is calculated from answers to one or two questions. In additionto providing KPIs, the answers are combined to calculate an overall traffic light for the project that indicates whether it is problematic and to whatdegree. The overall traffic light corresponds simply to the "reddest", i.e. least favourable of the three answers.
The overall traffic light is displayed in the "Problematic projects 2016" box. The "Problematic projects 2015" box contains the overall traffic light forthe project in the 2015 EAMR. In some cases, the 2015 Problematic Project flag will be empty, in which case you must provide it yourselvesbased how you answered the questions in KPIs 5 and 6 for the project in 2015: following the same rule as the system you should usewould havethe "reddest" answer. If it is not possible to flag the project retrospectively in this way, choose "NA" (not applicable) and provide a shortexplanation in the comments.
If a project is flagged as problematic (the overall traffic light is either red, indicating a highly problematic project, or orange, indicating a moderatelyproblematic project) then you must provide details of the type of problem and the corrective measures taken or planned in the appropriate menu.
At least one problem must be ticked, and no more than five. Similarly, between 1 and 5 corrective measures must be selected:
If, for KPI 19, an evaluation has been contracted, the evaluation contract reference must be provided under the "Evaluation Contract" heading.There are two fields: is for CRIS contracts and has an auto-complete mechanism to ensure that only valid CRIS evaluation contracts areAchosen, and the reference is in the correct format; if the evaluation contract is not managed in CRIS you should complete field instead,Bproviding the contract's reference / ID in the system where it is managed.
3.4.5 Section 4 - Aid Effectiveness
Questions related to aid effectiveness must be answered in this section:
3.4.6 Section 5 - Controls
This section contains information on the control environment of the delegation and the application of the Commission's Internal Control Standardsfor Effective Management. See above the explanations on the The Internal Control Standards KPIs re directlyInternal Control Standards KPIs.imported from the EEAS survey and cannot be modified. Data that has not been entered in the survey can be filled in manually at this stage.
3.4.7 Section 6 - Resources
This section contains any issues related to human resources and training in the delegation, with a focus on the use of staff and the adequacy oftheir skills.
For the second question topic 'Training days outside the Syslog', figures must be provided on the number of training days and of training staff pereach category of staff. To enter this information for a new staff category, click on the 'New' button and fill in all the information required. In thetable above, the system computes the total of training days and the number of staff for all staff categories.
3.4.8 Section 7 - Other issues
In this section, the delegation can freely comment on any other specific objectives and/or indicators defined in the Delegation's annual for the reporting year and not included in the other sections of the EAMR.management plan
1. 2.
3. 4.
3.4.9 Section 8 - Mandatory Annexes and Other Attached Documents
This EAMR must be accompanied by the following annexes which must be attached to the 'Annexes':
The Delegations organisational chart on 31.12.2016.The Report on deviations and prior approvals (Data warehouse report ) - DERL01A please note that you need to generate this report inthe Data Warehouse; the report is then attached automatically in EAMR once the HoD has provided a justification in the
.'Statement of Assurance' section (you do not need to attach it)List of the bank accounts of the CommissionIn the section - If reservations were issued in previous year's EAMR, the report on the implementation of the Other attached documentsactions defined for addressing the identified weaknesses.
Please note that a check is performed in the system that all the mandatory documents are attached.
Click on the
button next to each ompulsory annex in order to attach the file. A pop-up will prompt you to browse for the file path.
Once attached, you can modify or delete the annexes:
It is here where all the mandatory annexes to the EAMR must be attached. They must be attached before the HoD signs theStatement of assurance in the section 9!
You can also attach additional documents by clicking on the 'Add new annex' button:
Here you can also attach documents in order to justify a value proposed for certain indicators (a different one than the one proposed by Datawarehouse) by the delegation.
These documents, as well as the documents attached at the level of each individual indicator using the
button, will be displayed in read-only mode in the 'Proposed value justification documents' zone of this section. If there is no such button (for some indicators it may be the case), the justifying documents must be attached in the available 'Annexes' zone of the Section 8 Attached
documents.
9 - Statement of assurance3.4.10 Section
Based on the information entered in all sections of the EAMR, the Head of Delegation must in the end sign a 'Statement of assurance'. Throughthis statement, he gives assurance as regards the completeness of the report, the regularity and legality of financial transactions and respect ofsound financial management principle.
The 'KPIs summary' tab automatically displays a summary table of all indicators' results throughout all the sections. The KPIs are grouped in 3categories, according to the type of performance they measure:
Sound Financial Management and Efficient Use of EC Resources and Efficiency of Internal Controls,
Efficiency of Audit Systems
It provides a visual overview of the KPIs results: value, flag (orange or green) and benchmark used to calculate the KPI. The KPIs which are not
Before signing the Statement of assurance the HoD must first fill in the next two tabs of this section: KPIs summary and Questions!
applicable to a certain delegation are displayed are greyed out.
Before signing the statement of assurance, the Head of Delegation is required to analyse the KPI values into details and to providehis/her own assessment of the Delegation's performance for each of the three KPI categories.
The assessment will be a green traffic light if he/she is satisfied with the performance and an orange traffic light if she/he is not satisfied In both cases, it is mandatory for the Head of Delegation to comment on the performance achieved by her/his delegationwith the performance.
for each KPI category. In case of orange traffic light, it is mandatory for the Head of Delegation to justify the imbalances compared to thebenchmarks. When relevant, remedial actions have to be presented. This can be done in the comment below each KPIs category:
In the "Questions" tab, the Head of Delegation is requested to comment on the deviations and prior approvals reported, as well as on any otherissues related to assurance. This comment will automatically appear on the cover page of the annex. Without these comments, it will beimpossible for the Head of Delegations to sign the EAMR.
Before signing the Statement of Assurance, the Head of Delegation should check the information filled in by his or her colleagues, and MARKhimself/herself each section as finalised.
Before signing the statement of assurance, the Head of Delegation must also fill in any weaknesses identified - click on the
button to add them into the table.
The statement of assurance can only be signed if:
all sections were filled in and marked as finalized by all persons in chargeHoD gave a global assessment flag for all KPIs results' in the KPIs summarythe HOD commented on the 'Deviation and Prior approvals' annexall the mandatory annexes have been attached in section 8!
Otherwise, when trying to sign the report, the Head of Delegation of the regional delegation will receive a blocking error message telling him/her tofirst finalize the reports of the regionalised delegation(s).
Once signed, the date of the signature of the report is displayed next to the Section 9:
The final report can be printed by clicking on the
icon in the right corner of the screen. After the signature by the HoD, the term 'DRAFT' no longer appears on the printed EAMR.
The report can also be accessed from the Section 8 - Attached documents, in the "Annexes" zone. In order to open or to save it, click on the pdficon next to its title:
If you are working in a regional or regionalised delegation:The EAMR of each must be finalised before the Head of Delegation ) can signregionalised delegation (of the regional delegationthe Statement of Assurance of the regional delegation's EAMR!
3.4.10.1 Several Statement of Assurance contributions
For regionalised delegations, a system of "parallel subdelegations" has been implemented. The Director of DEVCO/G maintains thesub-delegation to all the other HoDs, subdelegating to the Heads of regional delegations the implementation of operations in the regionaliseddelegations. Each HoD of the regionalised delegations therefore shares their tasks and responsibilities with the HoD of the regional delegation(who may subdelegate to their COP and FCA sections). The responsibility of the HoD of a regional Delegation is extended to operationsconcerning the regionalised Delegations (mainly payment operations).
The EAMR tool allows statement of assurance contributions for several delegations in the same report.
In this case, the Statement of Assurance section displays a list of statements. The contributors can mark the corresponding contribution asfinished when they are done.
A global statement of assurance is also available. Signing this statement means signing the EAMR as well.
3.4.10.2 The case of Brazil: multiple signatures
A special case is the delegation of Brazil: for the operations in Argentina, Chile, Uruguay and Venezuela, the Director directly sub-delegates to theCOP/CFCA in Brazil, instead of the HoD in Brazil.
In EAMR, the Head of Delegation statement is not signed, but the final signature is given my multiple users.
The KPIs summary and Questions tab have to be filled in similarly as described in chapter 3.4.10 above.
The SoA Contributions tab displays the list of contributions of the regionalised delegations to the EAMR, to be enclosed in the EAMR of theDelegation in Brazil:
The Head of each regionalised delegation has to fill in the reservations table and sign the SOA at their level. The Statement tab in this casebehave in a similar way as for national delegations, as described above.
The Report Signature tab displays the signatures of the various actors involved: heads of regional / regionalised delegations, Head of Finance,etc.:
3.5 Generating the final report
After all sections were completed and marked as finalized and the Head of Delegation signed the Statement of assurance, you can view, print orsave the of the EAMR report.final pdf version
This can be done by clicking on the Print button
in any section of the application. Alternatively, from the "Final report" menu option, select "Search"; from the list of delegations, select yourdelegation and then click on the "print" button corresponding to the period for which you wish to view the report. Note that only signed reports areavailable here. For details, please refer to above.section 3.4.10
The final version of the EAMR report will be generated and displayed. The mention appears on the cover page of the report.FINAL
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Related pages Chapter 2: Access and navigation Indicators' Glossary All chapters
EAMR Delegations
Français
Definition
An EAMR Delegation is a delegation that submits its own EAMR for a given EAMR exercise.
Some delegations that submit an EAMR are not CRIS delegations in charge. Equally, some delegations do not submit their own EAMR but areincluded in another delegation's EAMR. For example, the Guyana delegation also covers Aruba, Netherlands Antilles, Suriname and Trinidad andTobago; the first three are included in Guyana's EAMR and only Trindad and Tobago submits its own.
Indicator values that are calculated based on transactions encoded in CRIS use a combination of Delegation in Charge and Benefitting Zone toidentify which EAMR delegation the transactions belong to.
For example, Cuba is an EAMR delegation but is not a CRIS delegation in charge. Cuba's indicators will be calculated from transactions encodedas follows:
Delegation in Charge = DO (Dominican Republic)
Benefitting Zone = CU (Cuba)
In order to avoid double-counting, the Dominican Republic's indicators will be calculated from transactions encoded as follows:
Delegation in Charge = DO (Dominican Republic)
Benefitting Zone <> CU (Cuba)
Having to rely on the Benefitting Zone field in this way has two important consequences for indicators.
First, there is no data for Audits, since CRIS Audits don't have a Benefitting Zone field. As a result the EAMR KPIs related to audits are onlyapplicable to delegations that are CRIS delegations in charge, which are also the only delegations to have an Annual Audit Plan.
Second, indicator results are more sensitive to encoding mistakes since they depend on an exact combination of two fields: just having the correctDelegation in Charge isn't enough.
Please consult the list of 2015. EAMR Delegations
