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Session 4 - Good Practices Working Group on Financial and Project Management

Marcos Roman ParraHead of Unit – ResourcesTEN-T Project Management Workshop, 15-16 February 2011

TEN-T Project Management Workshop15-16 February 2011

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Programme• Part I: Tips and tricks• Part II: Results from the Good Practices

WG• Good Practices Working Group: Background • Results from the Project Management Working

group • Results from the Financial Management Working

group• Good Practices Working Group: Results and

conclusions


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Part I: Tips and tricks


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Tips and tricks on financial issues

• Use of national currencies• Eligibility of VAT• Exhaustiveness of declared costs• Improving Gross Time to pay• Scheduling EU financial contribution• Documenting public procurement


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1. Use of national currencies• Question – finding

– Misuse of exchange rate. Expenses incurred in one currency and declared in Euro

• Legal basis– Commission Decision Text

• Agency response– Expenses declared in the currency in which it has

been incurred (paid)– One list of expenses per currency used


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2. Eligibility of VAT• Question- Finding

– Public bodies declaring non direct refundable VAT • Legal basis

– Commission Decision– European Parliament and Council Directive

2004/18/EC• Agency’s response

– Principle of no double funding– Principle of equal treatment– Confirmed by Commission services

• Modified model decision for grants• Consistently applied


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3. Exhaustiveness of declared costs• Question – finding

– New costs declared after rejection of costs (controls or audits)• Legal basis– Commission Decision

• "Requests for payment …12 months after the end of the action at the latest …“

• two months from the date of notification by the Commission of the final amount

• Payment of the balance, which may not be repeated,

• Agency response– Enhance the respect of the decision text– Increase advice to beneficiaires


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4. Improving gross time to pay

• Question – Finding– Substantial improvements on net time to pay but potential

improvements on gross time to pay

• Legal basis– Commission Decision

• Agency response– Use as far as possible the internal reporting tools– Use of electronic files can improve sampling and documentation – Results of Financial management working group


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5. Scheduling EU Financial contribution

• Question – Finding– Lack of clarity about amounts to be received for the

project • Legal basis

– TEN-T Financial Regulation– Commission Decision

• Agency response– Increased information at the moment of the payment– Example(s) to be put on the website


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6. Documenting public procurements

• Question – Finding– Lack of supporting documents– Difficulties to access to required documents

• Legal framework– Commission Decision

• Agency response– Reinforce the respect of the Decision text– Increased information on requirements and advice to

beneficiairies– Use results of the Good practices Working group


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Part II: Good Practice Working Group: Background


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Background11 May 2010

TEN-T EA Call for interest

Good Practice Working Group on Financial and Project Management


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Participants• Georg Henkelmann, Ilga Gohr (BMVBS)• Edith Hofmann, Sonja Müller (ÖBB-Infrastruktur AG)• Brigitte Kretschmer (DB)• Anastasia Laïos, Gregory Waterlot (INFRABEL) • Steve Pybus (NATS)• Maura Sabato, Barbara Rubino (ANAS)• Kasper van der Gugten (Ministry of Transport, Public Works and

Water Management)• Christian Jensen (Femernbaelt)• Pierluigi Pulone (Ferrovie dello Stato S.p.A.)• Luis Nistal Martínez (ADIF)• Montserrat Madern, Cristóbal Millán de la Lastra, Christopher North,

Licínia Pereira, Ignacio Ramallo Garcia, Marcos Roman Parra, Pierre Roubaud (TEN-T EA)


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Meetings• 12-13 January 2010: Project Management Workshop

•18 October 2010: Kick-off

• 6 December 2010: Second Meeting

• 18 January 2011:Third Meeting

Results

15-16 February 2011: Project Management Workshop


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Meetings’ objectives

• Discussing the changes and constraints as perceived by the Agency and by the Beneficiaries• Sorting proposed good practices and forming teams • Identifying possible areas for improvements• Sharing the outcomes


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Selected items for good practices 1/2

• Simplifying application procedures (Kasper van der Gugten)

• Organise workshops at the beneficiary/Member State level (Georg Henkelmann)

• Streamlining project monitoring (Georg Henkelmann)• Using a liaison unit at beneficiary level to facilitate project

management (Maura Sabato)• Simplifying technical monitoring through synergies

between Member States and Agency (Maura Sabato)• Efficiently organising and documenting public procurement

(Sonja Müller)


Selected items for good practices 2/2

• Reducing administrative burden for projects through a combined progress reporting (Anastasia Laïos)

• Improving the Member State approval times on ASR/SAP/cost claim submissions (Anastasia Laïos)

• Simplifying ex-ante control (Edith Hofmann)• Using a flat rate to reduce administrative burden

(Christian Jensen)• Determining and documenting the hourly rate for

personnel costs (Steve Pybus)

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Next steps

• Further developments on specific items• Call for interest • Next meeting of the Working Group (End

March 2011)


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Many thanks to all participants


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[email protected]://tentea.ec.europa.eu

Thank you for your attention

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