PADOR P otential A pplicant D ata O n-Line R egistration Service

1. PADORPotential Applicant Data On-Line Registration Service IBPP Conference EuropeAid Brussels November 30th 2007

2. Content • EuropeAid – Facts and Figures • PADOR Context • Principles • Aims • Data content • Security and confidentiality of PADOR data • Shared Benefits • Timeline • Supporting Slides: • Detailed PADOR content • New Instruments (Financial Perspective 2007/13)

3. EuropeAid – Facts and Figures EuropeAid implements the external development aid of the European Commission, as programmed by Directorates General Development and External Relations: • The European Union provides more than 7 billion euros each year in external development aid • More than 150 countries and territories benefit from this aid • Since 2001 EuropeAid has been involved in partnerships with more than 5.000 external organisations • EuropeAid and EU Delegations: • Manage more than 200 Calls for Proposals per year • Analyse about 13.000 project proposals per year • Granted about 2.000 new subventions in 2005

4. Context (1) • Request to simplify the Call for Proposals application process: • today, each applicant needs to fill in the whole application form, including information about the organisation itself • today, each selected applicant has to send 3 paper copies of supporting documentation, even if these documents have already been submitted as part of another Call for Proposal

5. Context (2) • Internal request to set up a system of “knowledge management” for EuropeAid and EU Delegations to know better their partners (mainly NGOs, but also other potential partners)

6. Context (3) Palermo process: • Since 2002, EuropeAid has managed an informal dialogue between the EC, the European NGOs -led by CONCORD-, MEPs and EU Member States' representatives on a number of aid implementation issues • The Palermo seminar (2003) was the culminating point of this initial phase. This forum formulated a number of recommendations • One of the recommendations was the creation of an "on-line" database in which the organisations could register themselves

7. Context (4) New Financial Perspective 2007/13 • Beginning of a new budget and programming cycle • From 35 to 7 instruments for EuropeAid: • ENPI - European Neighbourhood and Partnership Instrument (Neighbourhood instrument) • EDF - European Development Fund • DCI - Development Cooperation Instrument • EIDHR - European Instrument for Democracy and Human Rights • IFS: Stability instrument • NSI: Nuclear safety instrument • ICI: Industrialised countries • Launch of PADOR coincides with the beginning of this new cycle and has to respond to the wider range of actors taken into account by the new instruments

8. Context (5) Devolution Process • The EU Delegations throughout the world have now increased power in terms of development aid implementation • Added complexity and need to share common databases and tools with a similar treatment

9. Principles (1) Link PADOR to the CfP process • It is the most operational point of contact between EC and development implementation organisations • Each CfP will state if registration on PADOR is compulsory or not (in guidelines) • The EC service in charge of the CfP management analyses the eligibility of the applicant/partners, based on their proposal and on PADOR data

10. Principles (2) Separate data related to a given entity (in PADOR), from data related to a project proposal: • PADOR contains data related to the entity itself. This data can be registered, accessed and updated on-line, at any point in time • Only data submitted prior to application deadline is taken into account during the selection process • The proposal data is still submitted as part of each Call for Proposal, on paper. The entity is responsible for its data, which it registers and updates. (exception: derogation procedure)

11. Principles (3) Only organisation which are legal entities-i.e. have statuses establishing their existence and produce their own accounting- can register: • Individuals cannot register. Individual applicants will continue to fill in the entire application form, for each application. • Consortiums created for a given project should not register (although its different members can) • Partners can register but not compulsorily, with less information to produce • Associates can register but not obligatorily, with less information to produce

12. Principles (4) PADOR is a database for organisations, but access is made by individuals, through personal access rights defined and managed by the organisation Integration of LEF data for entities already validated by DG BUDG (which have already had a contract with the European Commission)

13. Aims (1) Improve knowledge of Potential Applicants • improve knowledge of EuropeAid’s existing or potential Partners • build a database accessible to all services of EuropeAid and EU Delegations • answer requests (from European Parliament, European Court of Auditors, Internal Audit Service, OLAF, the media, etc…)

14. Aims (2) Improve service provided to EuropeAid’s partners • Registration only once; valid for all the Calls for Proposals • Permanent access to register / update data • First On-line Service module – other on-line modules under analysis (in most likely chronological order for the forthcoming years): • Monitoring of Call for Proposal process • Application to Call for Proposal • Application to Call for Tender

15. PADOR Data PADOR Data: • related to the entity itself • The data related to the proposal is still submitted via the application form Data requested is the same as currently requested in the paper grant application form • Today, this data is requested in Chapter II of the application form for each applicant, for each Call for proposals (but is not encoded in a central database) • Idem for Chapter III, for partners

16. PADOR Data Legal Entity File (LEF) data: • Administrative data (Name/Address/Legal status, etc) verified in detail by the European Commission (DG BUDG) when a contract is signed, prior to any payment • On PADOR: possibility to print a LEF document pre-filled with data encoded Profile of the Development Actor: • Non-profit/profit making • Category (one choice only) • Experience by sector (based on OECD list) and geographical areas • Target(s): target population • Relationship with other organisation(s): parent or satellites

17. PADOR Data • Financial data • Staff and Board of Directors data • Strategies and methodologies • Upload of scanned documents (statuses or equivalent document, financial consolidated data, audit report, when relevant)

18. Security and confidentiality of PADOR data Double protection of your data: • Only EC authorized representatives (EuropeAid and Delegations) have access to your data • Organisations registered in PADOR do not have access to each others’ data • No transfer is operated to national authorities 2. The organisation (director/president/manager of the organisation) manages the permissions to access PADOR for its staff • 3 kinds of permissions: • Read only (consult the information) • Read and update the information • Sign, validate the information

19. Shared benefits • Saves administrative time • Reduction of the number of encoding mistakes • Unique submission of the data and the documents related to current chapter II and III of the grant application form (Applicants do not need to resubmit their data for each Call for Proposals) • Respect for the environment (saves paper) • EuropeAid and Delegations have the benefit of a shared database containing data about entities applying for grants

20. Timeline 2007 • June: pilote testing with a sample of 30 external organisations (various countries, categories of actors and sizes represented) • November: official launch • Registration on PADOR accessible to all from the web, via the EuropeAid website: http://ec.europa.eu/europeaid/onlineservices/pador • Registration compulsory only for a limited number of Calls for Proposals – compulsory only for the applicants 2008 • based on results of this first phase, registration on PADOR could become compulsory for all applicants (derogation procedure still available)

21. Supporting slides

22. PADOR – 1. LEF data

23. PADOR – 2. Development Actor Profile • Other LEF fields: • Legal type: public/private • Legal form: official national legal status • Profit making: Yes/No • NGO: Yes/No • Value-based: Religious / Political / Humanistic / Neutral • Link: is the entity linked with another entity? • Yes – to my HQ • Yes – to branche(s) • No

24. PADOR – 2. Development Actor Profile (Cont’d) - Category • Category: type of development actor • Implementing Agency  • University / Education • Institute of research • Think Tank • Foundation • Association • Media • Network/Federation • Professional and/or Industrial Organisation • Trade Union • Cultural organisation • Commercial organisation • Other Non State Actor • Public Administration • Decentralised representatives of Sovereign State • International Organisation  • Judicial institution • Local Authority • Sector(s): based on OCDE DAC list of activities

25. PADOR – 2. Development Actor Profile (Cont’d) – Target(s) • All / Tous publics • Child soldiers • Children (less than 18 yrs old) • Community Based Organisation(s) • Consumers • Disabled • Drug consumers • Educational organisations (school, universities) • Elderly people • Illness affected people (Malaria, Tuberculosis, HIV/AIDS) • Indigenous peoples • Local authorities • Migrants • Non Governmental Organisations • Prisoners • Professional category • Refugees and displaced • Research organisations/Researchers • SME/SMI • Students • Victims of conflicts/catastrophies • Urban slum dwellers • Women • Young people • Other(s)

27. Financial Data

28. Audit Report Possibility to upload the audit report of the entity for a given year + reminder: compulsory when the grant applied for is higher than EUR 500,000 (or EUR 100,000 for an operating grant)

29. Staff information • Estimates of the number of paid and unpaid staff, in HQ, expats and locally (in Full Time Equivalent) • Situation as of today

30. Strategies / Methodologies

31. New financial Perspectives 2007/13: 7 instruments ENPI - Neighbourhood instrument 17 countries: Mediterranean, Eastern Europe, Russia, Caucasus, Middle East (macroeconomic – bilateral) EDF - European Development Fund : 78 African, Caribbean, Pacific countries and Overseas Countries and Territories (OCTs) (macroeconomic – bilateral) DCI - Development instrument : Latin America, (Central) Asia, East of Jordan, South Africa, African, Caribbean, Pacific countries • Country specific programmes (macroeconomic – bilateral) • Human social development • Environment • Non State Actors • Food security • Migration and asylum EIDHR: • Democracy • Rule of law • Human Rights • Fundamental freedoms IFS: Stability instrument : All third countries except industrialised countries NSI:Nuclear safety instrument ICI:Industrialised countries (macroeconomic – bilateral) For information: IPA - Pre-accession instrument : 6 Western Balkans countries and Turkey is managed by DG ELARG ; and ECHO, for Humanitarian Aid