Reduction of administrative burden for applicants and project beneficiaries Lithuanian practice Asta Jurgute European Social Fund Agency 2013-09-24

European Social Fund Agency: Informs and consults applicants Performs assessment of applications Prepares and modifies project administration and financing contracts Monitors project implementation Verifies payment requests Carries out on the spot checks

Administrative burden analysis Lessons learned Plans for the future Summary Administrative burden analysis Lessons learned Plans for the future

Administrative burden analysis

The assumptions Dissatisfied applicants and project beneficiaries about administrative burden Impossibility to identify the current administrative burden Ambition to be prepared for the new 2014-2020 programming period

The objective To assess the administrative burden in monetary terms undergone by ESF applicants and project beneficiaries within 1 year. Administrative burden assessment in monetary terms was performed in accordance to the Standard Cost Model (SCM).

The steps Identification of legislative requirements Assessment of administrative burden Proposals for administrative burden reduction

Identification of legislative requirements 1st STEP Requirements, enforced by legislation, are identified Legislative requirements are divided into 6 groups Identification of legislative requirements

Assessment of administrative burden 2nd STEP Administrative burden is assessed in monetary terms Interviews of applicants and project beneficiaries are performed Assessment of administrative burden

Proposals for administrative burden reduction 3rd STEP An interinstitutional working group is formed The proposals are prepared and adopted Proposals for administrative burden reduction

The principles Reducing the frequency for data submission Not requesting redundant and duplicate data from applicants and project beneficiaries Replacing the requirement to submit written data with the possibility to submit electronic data Setting certain requirements only to those applicants and project beneficiaries, the activities of which are related to the greatest risk

The Examples Combining the general (A) part and the special (B) part of the project application, standardising for all measures. Allowing e-applications. Signing the project administration and financing contracts in electronic form. Allowing the project beneficiaries to submit the payment requests without the supporting documents. Producing and centrally sharing the publicity posters.

The participants ESFA’s Working Group Deloitte Lietuva JSC consultants Representatives from the Managing Authority, Intermediate Bodies Representatives of Social partners Selected applicants and project beneficiaries

~12.000 EUR 80% 40% Expected results Total administrative burden on 1 beneficiary per year ~12.000 EUR Preparation of payment request makes 80% Administrative burden could be reduced by 40%

Lessons learned

LESSONS LEARNED Successful partnership Assessment of administrative burden in accordance to the Standard Cost Model (SCM) Usage of the interview method (if SCM is chosen) Methodological assistance of Experts Atmosphere of administrative burden reduction in your organization

Plans for the future

Plans for the future To ensure that by issuing new or updating existing Procedures it will not create an additional administrative burden. On-going analysis Ex-post analysis To revise administrative burden assessment in monetary terms in 2015 to ensure the fact of administrative burden reduction.

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