NEPSI Reporting Task Force’s Tasks

Select the appropriate contractor Customised Mapping Prepare and send the EC grant request  Prepare a list of essential system / contract features  Prepare a list of project deliverables (Reporting system in 23 languages, presentation of the tool to the Council, guidance for use)  Prepare guidance to be embedded in the software (use of the software and information to report) Ongoing Arrange translation of software and guidance Determine and organise training needed Check within sectors for specific reporting issues Today Define and organise communication strategy … and develop a software meeting SDA requirements and signatory associations’ structures

NEPSI Software Project Timetable

The deadline has already expired, but Customised Mapping is working on other features until the NEPSI TF approval (see next slides).

Translations: NEPSI Software and related documents

Reactivation of Translators’ Network   Start BU - Bulgar CS - Czech DA - Danish DE - Germ. ET - Eston. EL - Greek EN - Englis Annex III - Reporting Format Now IMA done NEPSI Reporting System Guidance ? x NEPSI Reporting System Instructions 28-09-07 Agreement and Good Practice Guide 2008 ES - Spanish FR - French GA - Irish IT - Italian LV - Latvian LT - Lithuan. HU - Hungari. MT - Maltese NL - Dutch done   x PL - Polish PT - Portug. RO - Roman. SK - Slovak SL - Slovene FI - Finnish SV - Swedish done UEPG x   x Subcontracted Translators’ Network

The network of translation validators used for the Agreement and GPG needs to be reactivated. TASK: Translate reporting system instructions for site and company level (online, directly into the software, short words and sentences) START: 28 September 2007, can be made progressively. FINISH: 20 November 2007 An explanation e-mail will be sent to NEPSI signatories’ secretariats on MONDAY 17 SEPTEMBER, including a list of previous contacts and contacts already found. NEPSI secretariats to contact volunteers themselves. State of affairs and launch of second call on FRIDAY 21 SEPTEMBER.

Progress on Reporting Software

Company (national legal entity) European Sector Level (IMA-Europe) National Language English Info available to Unions through NEPSI Council Site Company (national legal entity) National sector level European Sector Level (IMA-Europe) NEPSI Council Cc: Group Company OR Reporting consolidation still under discussion Filling in May be delegated to higher levels Automatic consolidation process At each level, access to consolidated report and individual reports from members / sites (1 level below) Deadline for filling in: 01/04/08 Finalised: 01/04/08 Finalised: 01/05/08 Finalised: 15/05/08 NEPSI Council meets: 17-18/06/08

NEPSI Reporting Data Flow: Basic Enrolment Chain Reporting data flow and access to data NEPSI Reporting Data Flow: Basic Enrolment Chain Invitation (system enrolment request) Process Access Rights Reports Issued

Customised Mapping System POSSIBILITIES Public National Authorities EC NEPSI Council ISSUES NEPSI Council Executive Summary NEPSI Council Summary report NEPSI Secretariat Defines and INVITES EU Sector Associations Define and INVITE Member National Sector Associations Member Companies Sites FILL IN REPORT NEPSI EU Sector Associations Member National Sector Associations Member Companies Analyst reports Ad hoc, flexible, can be produced by an analyst (DB management) + NOT COSTED System reports Based on the consolidation of site data at all stages, according to ownership (invitation) chain Customised Mapping System POSSIBILITIES

Invitations / System enrolment requests 1. Each hierarchical tier is responsible for the tier below it: Enrolment of users at NEPSI, EU Sector, National Sector and Company levels Entering of site data at Site level Possibility for “bulk enrolment”: import of a previously generated list of e-mail addresses. 2. The system depends upon a knowledge by each tier of the entities immediately below it For a Site to be created there must be an EU Sector, a National Sector and a Company somewhere in the ownership chain ► Each EU sector association should enquire on where levels might be skipped, (e.g. direct company member). ► For direct entering of site data by levels above site, all levels must still be created. 3. Options: review requests, issue reminders, editable list of previous invitation recipients, incorrectly completed site questionnaires may be unlocked by any tier above it (proxy rights required).

Consolidation procedure: Enrolment procedure: Definition of the entities in the level immediately beneath (e.g. at EU Sector level, enter name of national sector association, sector, country, e-mail address of the contact). Invitation (system enrolment requests) of defined entities (further users down the enrolment chain) by automatic generation of an e-mail and unique hyperlink for recipient, leading to the switchboard for his level and allowing him to define and invite users further down. Security: Unique code for identification included in hyperlink, password required. Consolidation procedure: A (reporting) chain is formed of the different links/nodes enrolled from NEPSI to site. Consolidated reports are ownership-based i.e. consolidation up the invitation chain created from NEPSI to site.

Reporting data flow and access to data Issues identified  Any node can only have ONE parent In a company : Site 1 and site 2 may belong to different sectors Site 1 may have an extractive and a manufacturing activity. In this case site 1 should be regarded as 2 sites belonging to 2 different sectors In these cases, the “company” node will have two parent national associations And a national association : May be a member of several sectors at EU level The “national association” node will have two parent EU associations

Reporting data flow and access to data Issues identified Consolidated reports are ownership-based i.e. consolidation up the invitation chain created from NEPSI to site. This feature and the fact that any node can only have one parent results in the impossibility for one site report to be consolidated up multiple chains

Reporting data flow and access to data Issues identified Example: NEPSI IMA-Europe UEPG Chain 1 Group Comp 1 Chain 2 UK Association Chain 3 Company 3 (UK) Site 3 Site 4

Reporting data flow and access to data Possible solution  Reminder: For a Site to be created there must be an EU Sector, a National Sector and a Company somewhere in the ownership chain Current node types and status: NEPSI Mandatory EU Sector National Sector Group Company Optional Company Site

Reporting data flow and access to data Possible solution Proposed node types and status: NEPSI Mandatory EU Sector National Sector Optional Group Company Company Site We cannot have National Sector node AND Group Company node… let’s have one OR the other, which corresponds to our EU associations’ structure…

Reporting data flow and access to data Possible solution A meeting between the NEPSI reporting Task Force and the contractor will be arranged to discuss all problematic issues (in the UK). See mail sent on 14 September by IMA-Europe: meeting to be held between 1 and 5 October in London

Actions for NEPSI Signatories’ Secretariats If not yet done, send list of national NEPSI Contacts (received: BIBM, CAEF, CEEMET, CEMBUREAU, CERAME-UNIE, EUROMINES, UEPG) Once presentation on reporting received, check for internal specific reporting issues Re-activate Translators’ Network and find replacements if needed If not yet done, reply to IMA-Europe 31 August mail on Budget issues A written summary of the meeting will be sent on Monday, 17 September. All participants in the meeting have agreed to send identified reporting issues to the NEPSI Secretariat by the beginning of next week. These will be compiled and forwarded to Customised Mapping. Additional contributions welcome

Conclusion The system must be flexible enough to easily allow consolidation of site reports in line with the Agreement and signatories’organisation. The system can not be too flexible as it must allow to: Preserve data integrity Avoid duplication Ensure data confidentiality Ensure robust and correct automated reports (outcomes)