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Collection of SCO Data (ERDF, CF, ESF, YEI & EMFF) ..................................................................................... 1

Workflow ....................................................................................................................................................... 3

Create the Collection SCO Data ..................................................................................................................... 5

Record/Edit the Collection of SCO Data ........................................................................................................ 8

General .......................................................................................................................................................... 8

Version Information ................................................................................................................................... 8

Officials in Charge ...................................................................................................................................... 9

History ...................................................................................................................................................... 11

Documents ............................................................................................................................................... 11

Uploading & Sending documents ......................................................................................................... 11

Sending an unsent non-integral document ......................................................................................... 14

Deletion of an unsent document ......................................................................................................... 15

Hiding a Sent document ....................................................................................................................... 16

Observations ............................................................................................................................................ 17

Collection of SCO Data ................................................................................................................................ 18

Validate the Collection of SCO Data ............................................................................................................ 20

Send the Collection of SCO Data ................................................................................................................. 22

Return Collection of SCO Data by MS .......................................................................................................... 24

Create new version of SCO Data ................................................................................................................. 25

Delete the Collection of SCO Data ............................................................................................................... 26

Collection of SCO Data (ERDF, CF, ESF, YEI & EMFF)

PURPOSE

This document describes the specifications and details related to the Collection of SCO (Simplified Cost Option) Data in the system. It applies to all Programmes covering one of the following funds ERDF, CF, ESF, YEI and EMFF.

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The collection of SCO data covers elements 53, 60, 65, 69 and 89 of Annex III of the COMMISSION DELEGATED REGULATION (EU) No 480/2014 of 3 March 2014. The module will be generic for any type of data collection from Annex III.

REGULATIONS

More detail regarding the regulation of the SCO Data can be found in the 'About SFC2014' section of this portal.

ROLES

Roles involved in the SCO are:

MS Managing Authority

MS Certifying Authority

Create the SCO Data

Record the SCO Data

Upload the SCO Data

Consult the SCO Data

Delete the SCO Data

Validate the SCO Data

Send the SCO Data

Return the SCO Data

Create New Version of SCO Data

Cancel the SCO Data

FUNDS

ERDF ESF CF YEI EMFF

PRE-CONDITIONS

When creating a new Collection of SCO Data, it doesn’t yet exist.

When editing a version of a Collection of SCO Data, its status is 'OPEN', 'READY TO SEND', 'SENT' (only exists at the level of the Member State) or 'RETURNED FOR MODIFICATION BY MS' and currently resides on your Node.

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The Programmes used for the Collection of SCO Data must cover one or more of the Funds ERDF, CF, ESF, YEI & EMFF and must have been previously adopted by the Commission.

Workflow

This section shows the lifecycle to create and manage the Collection of SCO Data.

There are no modifying SCO Data once it has been submitted. The Commission cannot change a set of SCO Data – only respond.

Click here to see the Collection of SCO Data workflow diagram in high resolution:

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Create the Collection SCO Data

REMARK

It is a must to have the privilege to create the Collection SCO Data, the user has the role of MS Managing Authority Update OR MS Certifying Authority Update.

The Programmes used for the Collection of SCO Data must cover one or more of the Funds ERDF, CF, ESF, YEI & EMFF and must have been previously adopted by the Commission.

1. To access the COLLECTION OF SCO DATA section first click on the Monitoring menu item and then on the Collection of SCO Data link.

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2. Click on the Create new collection of SCO Data link to create a new Collection SCO Data.

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You are redirected to the Collection SCO Data creation wizard:

3. Enter/select the following information:

(1) Select the CCI.

The list only contains adopted Programmes.

(2) Click on the FINISH button to confirm the creation action.

The status of the Control Report is OPEN.

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REMARK

The version number is automatically provided by the system. Since there is never a ‘Return for modification by EC’, the work version is always 0.

The list of values in the creation wizard will only contain adopted Programmes.

Record/Edit the Collection of SCO Data

Find all the information to complete each screen of the Collection SCO Data.

Below are the links to the main sections:

- General

- Collection of SCO Data

General

Version Information

The Version Information contains information on the identification and status of the version of a Collection of SCO Data like the CCI, the Programme Title, the Collection of SCO Data Version Number, the Status and the Node where it currently resides. It also shows the results of the last validation done on this version.

You cannot modify this section.

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Officials in Charge

NOTE

Officials in Charge can be updated at any time, independent from the status of the Collection of SCO Data.

The email is directly accessible via the email link.

Click on the ADD button to add a new official in charge.

Select an official and click in the EDIT button to modify the information of this official.

Select an official and click on the REMOVE button to delete the official in charge selected.

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1. Click on the ADD button to add a new official in charge:

The Edit Details pop-up window appears:

2. Enter the following information:

(1) Enter the Name.

(2) Enter the Email.

(3) Click on Update to save the information.

NOTE Commission Officials (email domain "ec.europa.eu") can only be created/updated/deleted by Commission Users.

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History

The History shows a history of all actions done against the version of the Collection of SCO Data and the resulting Status. The email of the User is directly accessible via the email link.

Documents

The Documents list shows all documents uploaded against this version of the Collection of SCO Data by Member State and by Commission. Member State Users see all their own Documents and the sent Commission Documents.

The following document types will be foreseen:

Description Integral Non-Integral System Required

Other Member State Document

X

Snapshot of data before send

X X X

Uploading & Sending documents

‘Other Member State document’ can be uploaded in the Collection of SCO Data.

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Clicking on the ADD button will open a pop-up window allowing you to add a new document type with attachments.

Selecting a document row and clicking on the EDIT button will allow you to modify the document information. If a document of type 'Other Member State Document' must be sent, you can select the edit button in order to send the document.

Selecting a row of a previously uploaded document and clicking on the REMOVE button to delete the document and associated attachments.

1. Click on the ADD button to add a new document.

The document detail pop-up window appears:

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2. Enter or select the following information:

(1) Select a Document Type

(2) Enter a Title for your Document

(3) Enter a Document Date

(4) Click on the ADD button to add a new attachment

You can add multiple attachments by clicking on the ADD button

You can remove unwanted attachments by selecting the attachment and clicking on the REMOVE

button

(5) Enter a Title for your attachment.

(6) Select the Language of the document.

(7) Select the file to upload.

(8) Click on Update to save the information or Update & Send to send the document to the Commission.

REMARK Commission Reference N° is only enabled for Commission Users, while Local Reference is

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only enabled for Member State Users.

The pop-up window closes and the documents are uploaded.

Sending an unsent non-integral document

REMARK

You can find in our Portal the types of documents that can be uploaded and sent by the Member State.

A document is only visible to the Commission when the Sent Date is visible.

1. Once the document and attachment(s) have been uploaded select the document row in the list (1)

and click on the EDIT BUTTON (2):

2. Click on Update & Send to send the document to the Commission.

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NOTE The Update & Send option is only shown for documents which are not an integral part of the Collection of SCO Data and after at least one attachment was added.

Deletion of an unsent document

1. Select a row (1) of a previously uploaded document and click on the REMOVE button (2) to delete the document and associated attachments.

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A confirmation window appears:

2. Click on Yes to confirm deletion. Click on No to return to the Collection of SCO Data.

Hiding a Sent document

NOTE Sent Documents can never be deleted, but the sender can decide to hide the content for the receivers in case of an erroneous and/or accidental send.

1. Select a row (1) of a previously sent document and click on the Edit button (2) to hide the document and associated attachments.

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2. Select the HIDE CONTENT (1) option and click on Update (2) to hide the document.

Observations

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This section is used to provide any relevant information to the Collection of SCO Data. It can be used as a type of 'chat' between the Member State and Commission.

(1) Enter an observation.

All users who have Read and Observation permission on the Collection of SCO Data will be able to send an Observation and participate in the conversation.

(2) Click on Add to save the information.

All Observations are kept against the specific version of the collection of SCO Data.

Collection of SCO Data

REMARK

A record will automatically be foreseen for each data field for SCO reporting (elements 53, 60, 65, 69, 89) and applicable for the Funds ERDF, CF, ESF, YEI and EMFF and covered by the Programme.

No record will be foreseen for Funds ENI and IPA.

1. Clicking on the EDIT button of the collection of SCO Data will open a pop-up window allowing you to enter the values.

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The table becomes editable:

2. Enter the following information:

(1) Enter the values.

Validate per CCI and Fund that the SUM of SCO Data elements 60, 65 and 69 is < the declared total eligible expenditure over all submitted Accounts for that CCI and Fund.

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(2) Click on the Update link to save the information

Validate the Collection of SCO Data

REMARK The Collection of SCO Data can be validated only if its status is 'OPEN'.

It is a must to have the role of MS Managing Authority OR MS Certifying Authority Update.

1. Click on the Validate link to validate the Collection of SCO Data.

REMARK An ERROR will block you from sending the Collection of SCO Data. The error(s) should be resolved and the SCO Data must be revalidated. NOTE that a WARNING does not block you from sending the SCO Data.

The system validates the following information:

Code Validation Rule Severity

2 The system validates the integrity of the input fields

2.1 Validate that at least one Official in Charge of the Member State exists WARNING

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2.2 Validate that the CCI codes of the adopted Programmes covered match the following regular expression:

(16..OP…|..05..OP…|..05..TA…|..16..TA…|..16..SM…|..14..OP…|

..TC16RF..|…TC16M4.…| .TC16M5.| .TC16M6…| TC16I5CB.)

ERROR

2.3 Validate that the Programme is already adopted. ERROR

2.4 Validate that all integral documents have at least one attachment with a length > 0.

ERROR

2.5 Validate per CCI and Fund that the SUM of SCO Data elements 60, 65 and 69 is < the declared total eligible expenditure over all submitted Accounts for that CCI and Fund.

ERROR

After all errors have been resolved the status of the Collection of SCO Data becomes READY TO SEND.

An example of a validation window:

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Send the Collection of SCO Data

REMARK

When you are ready to send your recorded data on the Collection of SCO Data version to the Commission or to an upper Node, you can use the send link.

The Collection of SCO Data can only be sent once the Validation Errors have been removed and the status is 'READY TO SEND' OR 'SENT'.

It is a must to have the privilege to send the Collection of SCO Data, you have the role of MS Managing Authority Send OR MS Certifying Authority Send.

The "4 eye principle" must be respected. Therefore, the user sending must be different from the user who last validated.

The Sending of information by a Member State to the Commission should be electronically signed in accordance with Directive 1999/93/EC. Sending of the different objects is generating a snapshot document and after the sending an acknowledge document is generated by the European Commission.

1. Click on the Send link to send the Collection of SCO Data to the Commission or to an upper Node.

The system will ask you to confirm the send action:

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2. Click on Yes to confirm or click on No to return to the Collection of the SCO Data. 3. The Sending of information by a Member State to the Commission should be electronically signed in

accordance with Directive 1999/93/EC.

Sending of the different objects is generating a snapshot document and after the sending an acknowledge document is generated by the European Commission.

This acknowledge document is signed but the Member State was not signing the snapshot document. The EU Login now provides a functionality of signing without forcing the user to have a certificate. The action to sign will only be triggered when sending to the European Commission:

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(1) Enter your SFC2014 Password (2) Click on the 'Sign' button

On success, the Collection of SCO Data version has been sent to the Commission or to an upper Node. When sent, the status is set to 'SENT'.

Return Collection of SCO Data by MS

REMARK

It is a must to have the privilege to return the Collection of SCO Data, the user has the role of MS Managing Authority OR MS Certifying Authority Update.

The user has selected a Collection of SCO Data version that has been already sent to an upper Node and it is incomplete or incorrect and needs to be modified.

The Collection of SCO Data version currently resides at the user's node and has a status 'SENT', 'OPEN', 'READY TO SEND', 'RETURNED FOR MODIFICATION BY MS' and a lower level exists.

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1. Click on the Return for modification by MS link to return the Collection of SCO Data already sent by the Member State/Region.

2. The system will ask you to confirm the return action.

On success, the Collection of SCO Data version has been set in status ‘RETURNED FOR MODIFICATION BY MS'.

The sender has been notified of the return and its reason.

Create new version of SCO Data

When you want to create a new version of a Collection of SCO Data in the system.

REMARK

A new version can be created when the last version of a Collection of SCO Data for a specific CCI was sent to the Commission.

It is a must to have the role of MS Managing Authority or Certifying Authority with Update access.

1. Click on the Create New Version link to create a new version of the SCO.

The system will ask you to confirm the creation of a new version:

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2. Click on Yes to confirm. Click on No to return to the SCO.

On success, a new version of the SCO Data has been created as a copy of the last version, with a version number incremented by one. The work version is always 0. Its status was set to 'OPEN'.

Delete the Collection of SCO Data

REMARK

It is a must to have the privilege to delete the ACR, the user has the role of MS Managing Authority OR Ms Certifying Authority Update.

The Collection of SCO Data can only be deleted when the status is 'OPEN', 'READY TO SEND' or 'RETURNED FOR MODIFICATION BY MS', and has no sent documents attached.

The delete is a physical delete from the system.

1. Click on the Delete link to remove the Collection of SCO Data from the system.

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The system will ask you to confirm the delete action:

2. Click on Yes to confirm or click on No to return to the Collection of SCO Data

On success, the delete is a physical delete from the system.