Welsh European Funding Office (WEFO) Peter Ryland May 2012

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Wales - Cymru 20,779 km2 3m people, 2/3 in South Wales 580,000 Welsh speakers Devolution and a Welsh Assembly since 1999

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Structural Funds in Wales EU funds Total Investment £3bn (€3.6bn) £270m (€324m) £45m£60m (€72m) £116m £1.8bn Convergence Territorial Co-operation Regional Competitiveness & Employment

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future WEFO - where we are based? Llandudno Junction 10 staff Merthyr Tydfil 120 staff Carmarthen 8 staff Aberystwyth 25 staff

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future IT Solution Highlights Highlights of the system Real-time, online, and paperless trail Client data driven process (interaction), with relational databases Use of workflow, content management, business rules, (program/project management) Management information and forecasting The Programme and Project Information Management System (PPIMS) An EC Compliant, browser based application, supported by web based technology and new business functions. End-to-end system Government Gateway A secure registration and authentication process providing a fully interactive beneficiary website Electronic capturing and indexing documents The implementation of a distributed solution to enable electronic capture and indexing of documents

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Brief Description of the IT Solution

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future WEFO online  Full interactive customer website PPIMS WEFO-online Portal Businesses Non-profit organisations Semi-public and public authorities Final Beneficiaries Clearing house Online Web Portal Businesses Non-profit organisations Semi-public and public authorities Clearing Case management WEFO- Scanning Drawdown (SFC) Payment PPIMS (Programme and Project Information Management System)  Case Management  Payment  Central Repository  Drawdown (SFC) planning to realize. WEFO scanning Electronic capturing and indexing of documents Programme and Project Information Management System (PPIMS) Overview

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Managing Authority Certifying Authority Managing & Certifying Authority Audit Authority have read only access for all of above PPIMS at-a-glance

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Managing Authority Certifying Authority Audit Authority Beneficiaries EC (SFC) Programme Set-up and Maintenance Customer Set-Up and Registration Develop Project Claim Payment & Debt Management Post Payment Review Issue and Action Management Inspections Drawdown Project Re-Evaluation Project Review Evidence (Audit Trail) Consistency and Compliance Information (data and documents) integrated – “one version of the truth” Secure role-based access separation of functions (e.g. MA & CA) Fewer errors Online access for beneficiaries Collaboration Across Designated Authorities

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Issues / Actions & Financial Irregularities Management / Review MIS and Correspondence Integrated Document Management Integrated Workflow Management Document Scanning Funding Post PaymentReview InitiateFunding CertifyFunding AuthoriseFunding Assessment EOI Process DevelopmentProcess Cash FlowProfile Approval WAG FinanceIntegration Claims / Debt Invite Enter& Validate Certify & Adjust Authorise & Pay WAG FinanceIntegration Budget Management BudgetSet Up MaintainBudget Tables ExchangeRates Organisation Management MaintainAddress MaintainContact MaintainOrganisation Sterling / EuroConversion Programme set-up and management and customer set-up and registration Develop projects Claims, payments, debt Drawdown PPIMS is an integrated end to end system

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Sophistication Scale of Portals for Use by Final Beneficiaries WEFO Online Level 1Basic information provision provided to beneficiaries; passive website where information can be read. Guidance Notes on WEFO Web site Level 2One-way interaction for beneficiaries to fill in information; downloadable forms on the website. Project Idea Form (PIF) form Level 3Two-way interaction (Electronic forms that allow two way information exchange, meaning information can be uploaded into the system as well.) Online Case summary; Expression of Interest; Delivery Profile; Claim Submission; Document Submission; Procurement Level 4Full‘ electronic case handling. (eg. Follow-up the status of your files yourself). EOI Process; Project Approval Process; Claim Process; Level 5Personalisation: pro-active and automatic handling (eg. pre-filled forms, deadlines, alarms,...) Introduce pre filled forms, greater integration with Office including

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Challenges Linking to: –New Programmes –Access for other Government Departments Funding from different programmes Policy Decisions Simplifying access to beneficiaries

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future PPIMS Screenshot (Internal):

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future PPIMS Screenshot (External):

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Example of MIS Report: All information in the PPIMS system can be reported on Reports are available in PDF and Excel Ability to report: –Bilingually –Multi currency

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Business Change Increased interaction between stakeholders and WEFO staff Continual Evolution of system Increasing the use of management information Standardising the procedures across different departments

Ewrop a Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your Future Ewrop & Chymru: Buddsoddi yn eich Dyfodol Europe and Wales: Investing in your future Ewrop & Chymru: Buddsoddi yn eich dyfodol Europe & Wales: Investing in your future Any questions? Peter Ryland WEFO Programme Management Division