1. Welsh European Funding Office (WEFO) Peter Ryland May 2012

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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 1 2 3 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

8. 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

9. 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

10. 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

11. 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,...) 2014+ Introduce pre filled forms, greater integration with Office including Email

13. 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

14. 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):

15. 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

16. 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):

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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 03000 628779 Peter.Ryland@wales.gsi.gov.uk