ESFRequirements for Bidding and

Monitoring and Reporting

May 13thth 2015 - Manchester

John Hacking - Network for Europe

Aims of Presentation

• Part One – What will organisations involved in bidding for ESF be required to demonstrate?

• Part Two – What will organisations have to do to meet ESF monitoring and reporting requirements?

“ESIF Readiness”

– Organisational Details (Inc. some specific Opt In requirements such as Skills Funding Agency Provider Registration Number PRN)

– Insurance & Health and Safety Policies– Training status/Quality Standard?)– Equal Opportunities and Equality Policies– Cross Cutting Themes Plan

Training Status

• Many voluntary and charitable organisations provide learning opportunities, often with a focus on basic English, basic maths, ESOL and employability skills, but may include more specialist provision.

• Do you know which you are?• Do you offer accredited quals.?• Do you offer non-accredited quals?• Are either relevant to the ESF programme?• Where to find out?(GMCVO/NFE)

Quality Standards

• Examples of acceptable quality standards.– Matrix – – “The Matrix Standard is the unique quality

framework for organisations to assess and measure their information, advice and/or guidance services, which ultimately supports individuals in their choice of career, learning, work and life goals.”

• Work Experience Quality Standard- www.fairtrain.org.- “Organisations are independently accredited by Fair Train at Bronze, Silver or Gold level, enabling employers and training providers alike to demonstrate they are offering quality work experience programmes, and making a valuable contribution to their local community.”

ESF Cross Cutting Themes/Horizontal Themes

• Sustainable Development• Equal opportunities and non-discrimination

• Equality between men and women

• Individual ESF projects will, wherever possible, protect and improve the environment and be designed to ensure that environmental, social and economic activities are mutually supportive.

• The programme will build on the approach adopted in the 2007- 2013 ESF programme and the lessons learned during that programme. (Collect Good Practice)

CCT – Sustainable Development

• The objectives of the ESF programme will be pursued in line with the principle of sustainable development, including the aim of preserving, protecting and improving the quality of the environment.

• The programme will build on the approach adopted in the 2007- 2013 ESF programme and the lessons learned during that programme. (Collect Good Practice)

The ESF programme in England will be expected to ensure that ESF programme providers demonstrate:

• their commitment to promoting sustainable development and complying with relevant EU and domestic environmental legislation;

• how the commitment will be turned into action at project level. (that’s YOU!)

What Might This Mean? (In the absence of detailed guidance)

• In previous programmes this has meant, as a minimum:

• A commitment to Low Carbon actions in the project.

• Green Transport Plan for employees and beneficiaries.

• Re-cycling and re-use plans.

• The programme will promote equal opportunities and non-discrimination.

• no individuals are excluded from participation in the programmes on the grounds of their protected characteristics;

• services are responsive to the needs of all communities and under-represented groups;

• support is targeted towards under-represented communities where relevant;

CCT - Equal opportunities and non-discrimination

Equality between men and women

• Not technically a CCT.• However the regulations say:

‘there is particular importance attached to the equal treatment of men and women and the need to ensure that women can access and benefit from ESF support. The promotion of gender equality is also a key legal requirement under the Equality Act 2010 and the Public Sector Equality Duty. “

• Project applicants submitting tenders or applications will be required to explain how they will actively promote gender equality through the design and delivery of their projects.

An example might be:• a tender specification for in-work training should

require the applicant organisation to explain how it will ensure that female employees will have access to support, including those who may be working part-time and or have child care needs.

Part Two

What will organisations have to do to meet ESF monitoring and reporting requirements?

General Comment • Irrespective of your position in any ESF supply

chain a minimum will be in relation to the project.

- all financial information - all non-financial information

This will make sure that there is a complete audit trail for the project, and will enable accurate claims and reports on your project/contract to be made.

• Finances – Up to date financial accounts. Different situations will require different levels of accounts but minimum will be some externally verified financial statements of account.

• Audit and Record Keeping– “Simplification” is ambition of EU!– Varies according to Opt In and Status (eg

partner/subcontractor etc)– Financial record keeping usually very stringent

– Learner Beneficiary Records usually detailed.

General ESF Requirements and How to Evidence Them

Requirement• The project is on track to meet its targets and

outcomes, including its expenditure profileHow?• Monitoring and recording of Outcomes and outputs.• All of the expenditure has been for eligible costs,

with full evidence provided, and that Public Procurement Regulations are being followed.

• Ensure funding is being spent on eligible costs alone, with evidence of this expenditure retained.

• Put into practice robust and transparent performance measures, linked to clear progression routes for learners and the newly employed, tracked for up to six months after participants have left the project. (This will certainly be a requirement of BLF/BBO providers)

• Evidence all learning achievements or a participant’s progression to employment, including certificates or letters of appointment.

Requirement• The project is addressing specific ESF cross-

cutting themes, relating to sustainable development and gender equality.

How?• Embed the cross-cutting cutting themes within

the day-to-day delivery of the project. (See details in Part One)

Requirement• Ensure everyone who is benefiting from the project is eligible

to receive support.

Example of How Requirement Demonstrated• Collect accurate entry and exit information on each

participant, so that the eligibility of these participants can be proven and the impact of the project can be monitored.

• Maintain a participant record for each individual enrolled in the project, which brings together all of the evidence of their progression through the project together with other key information like their start and end date.

Requirement• The branding and publicity guidelines are

being fully implemented. How?• Publicise that the services being delivered are

supported by ESF, taking every opportunity to include references and logos.

• Ensure that all beneficiaries are aware that the support they are receiving is ESF funded.

General Points to Remember

• ESF is additional money.• Its is meant to add value. It is referred to

sometimes as “funding of last resort”.• SO:• Ensure that any activities clearly add value

and do not duplicate provision that can be arranged locally through existing institutions or interventions.

Could Your Project Do This?• The project is on track to meet its targets and

outcomes, including its expenditure profile• The project is addressing specific ESF cross-

cutting themes, relating to sustainable development and gender equality.

• Ensure everyone who is benefiting from the project is eligible to receive support.

• The branding and publicity guidelines are being fully implemented.

QUESTIONS?

John.hacking@networkforeurope.eu