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Presentation Webinar OPSYS_13112018.pptx

  1. 1. OPSYS goes live with Results and Monitoring How to use OPSYS? Webinar DEVCO R4 13 November 2018
  2. 2. Who is running the webinar? René-Paul Pasquier Véronique Lena Cécile Delhez Laurent Diho Ronan Mac Aongusa Viktor Klymonchuk Michal Krejza Julia Kroemer Gauthier Swinnen
  3. 3. Speakers • Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4 • Cecile Delhez, Business Manager, “Results and Monitoring”, DEVCO R4 • Julia Kroemer, Results Reporting Officer, “Evaluation and Results”, DEVCO 04 • Ronan Mac Aongusa, Deputy Head of Unit, “Budget, Finance, Relations with other Institutions”, FPI 1 • Laurent Diho, Business Manager, “Programming, Actions and Decisions”, DEVCO R4 • René-Paul Pasquier, Business Analyst, DEVCO R4 • Gauthier Swinnen, Business Office Manager, “Contracts and Procurement”, DEVCO R4 • Viktor Klymonchuk, Business Architect, DEVCO R4 • Véronique Lena, Team Leader, Change Management, DEVCO R4
  4. 4. Agenda of the webinar Agenda Introduction to the webinar: What is OPSYS? OPSYS Global Planning Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4 Results and Monitoring: Key Functionalities and Milestones Cecile Delhez, Business Manager, “Results and Monitoring”, DEVCO R4 Results Agenda DEVCO and ENI Julia Kroemer, Results Reporting Officer, “Evaluation and Results”, DEVCO 04 Results Agenda FPI (Foreign Policy Instrument) Ronan Mac Aongusa, Deputy Head of Unit, “Budget, Finance, Relations with other Institutions”, FPI 1 Programming, Actions and Decision: Key Functionalities and Milestones Laurent Diho, Business Manager, “Programming, Actions and Decisions”, DEVCO R4 Introduction to “Intervention” René-Paul Pasquier, Business Analyst, DEVCO R4 Contract and Procurement: Key Functionalities and Milestones Gauthier Swinnen, Business Office Manager, “Contracts and Procurement”, DEVCO R4 Access rights Viktor Klymonchuk, Business Architect, DEVCO R4 Presentation of Change Management Véronique Lena, Team Leader, Change management, DEVCO R4 Conclusion of the webinar Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4
  5. 5. INTRODUCTION TO THE WEBINAR Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4
  6. 6. What is OPSYS? • OPSYS is the new one-stop-shop for the effective and efficient management of the entire EU external relations portfolio of projects and programmes throughout the project cycle, from programming to evaluation and audit OPSYS OPSYS will integrate: • CRIS • ROM & EVAL • E-Procurement • PROSPECT • PADOR • Audit • Grant Management • GIS OPSYS will interface with: • ABAC • ARES • EAMR
  7. 7. Why do we want OPSYS? YOU User centricity: • User centred: my workplace, portfolio, projects and programmes • User friendly look and feel • Receipt of notifications about tasks pertinent to each specific user Velocity and trustworthiness: • Faster link between progress reports and invoices • Cheaper, easier and safer tendering and grant procedures: e- signature • External users gain access to the system • Automatic generation of documentation/contracts Ease of use: • Single interface covering all the workflows of the project cycle and providing access to all applications • No re-encoding • Will allow progress and completion reports to be submitted and approved online • Core and corporate indicators stored in the system for re-use • Ability to delegate tasks to colleagues • Offline mode • Automatic interface with ABAC • E-signature
  8. 8. What will OPSYS deliver? A single integrated system to manage ACTIONS, CONTRACTS & RESULTS: 1. Programming, decision, actions, contract forecasting plan, etc. 2. Contract management for 60 types of procedures (procurement & grants -both in direct management and in indirect management - with partner countries, budget support, indirect management with IOs & MS agencies, programme estimates, etc.) 3. Results management, logical framework, etc.
  9. 9. OPSYS Stakeholders • European Commission staff: HQ, EUDs, and FPI Regional Teams Finance and Contracts Sections Operational Sections • Partner Countries: NAOs Line Ministries • Implementing Partners - Contractors: NGOs, consulting companies, etc. All bodies that have a contract with the EC
  10. 10. OPSYS Global Planning Releases and Integrations
  11. 11. OPSYS Planned Releases Releases Tracks Key Features Phase-out & Integration Release 1 July 2018 Results and Monitoring • Results encoding and review for Pilot EUDs only N.A Release 2 Feb 2019 Results and Monitoring • Additional disaggregation functionalities • Management of Indicators by Quality Manager • Data revision and approval by Quality Manager • Dashboarding and data visualization for all EUDs and HQ Units N.A Release 3 APR 2019 Results and Monitoring • Budget support variable tranche indicators • Monitoring: • Risk management • Follow-up of key events Phase-out of CRIS Decision & CRIS Programming Contract and Procurement Service Contract under Framework Contract SIEA Programming, Actions and Decision • Create & manage Action • Commission Financing Decision • ABAC CL1 • Create & manage Interventions
  12. 12. Releases Tracks Key Features Phase-out & Integration Release 4 JAN 2020 Results and Monitoring • Link with EAMR • Narrative reports • Upload of documents related to results (sources of verification) • Translation of indicators (ES/PT) Integration of ROM and EVAL modules Programming, Actions and Decision • Forecasting • Create action workflow • Document Management • Intervention full capacity • Manage Basic Act and Indicative Programing Document Phase out MIS/BPC Release 5A APR 2020 Contract and Procurement Go-Live of “all procedures” (with some workarounds) Phase out of CRIS CONTRACT & PADOR Integration of PROSPECT Release 5B JUL 2020 Results and Monitoring • Coverage of other modalities (Trust Funds, investment) • Linkage of logframes and narrative reports with invoices and payments (link with Track 2) Contract and Procurement Payments and Indirect Management Programming, Actions and Decision • Action guidance and metrics tools • Further reporting capability GIS • Configuration and administration (templates, tagging ref., CCM attributes, geo zone, drop list, …) EAMR Integration Final Release July 2021 Contract and Procurement Go-Live of Final Version of Track 2 (Full implementation) Programming, Actions and Decision Full implementation of the administration of the system, GIS and the guideline tools OPSYS Planned Releases
  13. 13. RESULTS AND MONITORING Cecile Delhez, Business Manager, “Results and Monitoring”, DEVCO R4
  14. 14. OPSYS fits in the Results Agenda • Transitory actions - What to do until end of 2018: different approaches for DEVCO/ENI, IPA and FPI • Challenges for the coming year: 2019 - Logframes encoded and updated directly on OPSYS by July 2019 - All Implementing partners/contractors have access to the system
  16. 16. Operational Manager Overview portfolio Create an intervention from an action (currently done centrally) Provide/ Revoke access to the Lead contractor /IP Create and edit Logframe Review LFM and values encoded by contractor/ IP Export & print LFM Contractor/ Implementing Partner Access project information Create & edit LFM * Lead IP/ contractor can provide/ revoke access to other IPs *Lead IP Submit LFM for approval by OM *Lead IP submit new values in LFM for approval Export & print LFM OPSYS TODAY – What can be done today
  17. 17. 1-Menu 2-Overview of portfolio 3-Portfolio status 4-My tasks 5-Profile 6-Notifications 2 3 9 Operational Manager Choose an intervention HOMEPAGE – My Workplace
  18. 18. 1-General Information 2-My tasks 3-Description 4-Intervention status 5-Related entities 6-Edit; Access LFM, IP management 7-Timeline and progress 8-List of contracts and calls related to this intervention 4 Scroll down Give access to IPs Operational Manager
  19. 19. 1-Menu Dashboard My tasks Notifications 2-My Notifications Implementing Partner - Contractor 2 For implementing partners
  20. 20. 1-Add indicator by selecting filters Operational Manager Implementing Partner - Contractor
  21. 21. 1-View LFM, current status, frequency of value reporting, timeline… 2-Manage your LFM Implementing Partner - Contractor Operational Manager
  22. 22. How to start using OPSYS - Operational Managers My intracomm (tools) → EU login
  23. 23. How to start using OPSYS - Operational Managers Step 1: Go to your portfolio and use the intervention(s) which are already created Interventions have been automatically created to ease your work. Step 2: Alternatively encode or give access to your Lead Implementing Partners The Implementing partners can use OPSYS only if the Operatonal Manager grants them the access. The access should be granted to the Lead Implementing Partner - Contractor (the one who leads the consortium). Step 3: Revise and approve the logframe and current values
  24. 24. How to start using OPSYS - Implementing Partners Step 1: Check your e-mail with the link to your Intervention Step 2: Click on the link and enter the Results portal. Check your portfolio of interventions. As Lead Implementing Partner/Contractor, you can add your Implementing Partners/Experts. Step 3: Create or edit the logframe You can now start encoding the logframe or edit the one created by the Operational Manager. Step 4: Submit the logframe for revision and approval Once you have finished encoding the logframe, you have to send it to your Operational Manager for approval. The Operational Manager can ask you to review the logframe. Step 4: Add and submit current values When the logframe has been approved (status must be “Approved”), you can add the current values and submit them to the Operational Manager. The Operational Manager can request the revision of the values submitted.
  25. 25. Key Functionalities and Milestones Q4 2018 • Release 1 Progressive roll-out Q1 2019 • Release 2 in production: Quality Managers functionalities and data visualisation functionalities. Q2 2019 • Budget Support variable tranche indicators • Monitoring: Risk management and Follow-up of key events Q1 2020 • Narrative reports • Link with EAMR • Upload docs • ROM/EVAL Integration • Translate indicators ES/PT Q3 2020 • Coverage of other modalities (Trust fund, Blending) • Link logframes and narrative reports with invoices and payments
  26. 26. RESULTS AGENDA Julia Kroemer, Results Reporting Officer, “Evaluation and Results”, DEVCO 04
  27. 27. RESULTS AGENDA – WHAT DO WE WANT TO ACHIEVE? Improve the way we define, monitor and report our operational results to communicate better what we do and inform decision making at all levels OPSYS – WHAT DOES IT HAVE TO DO WITH IT? OPSYS (track 1) is being designed to contribute to enhance the design of our interventions (define), improve their monitoring so that we can better manage them (inform decision making) and enhance our accountability vis a vis the public (report)
  28. 28. OPSYS – HOW IS IT GOING TO HELP US? • Design – Facilitate HQs support in the drafting of Action Documents as well as project docs (e.g. project logframes can be exchanged and commented via OPSYS); • Monitor – Provide a platform where to record (and approve) narrative reports from implementing partners and particularly encode results data during implementation and at completion; • Manage – Measure performance of our ongoing interventions (e.g. dashboard) and provide basis for decision making at intervention (OM), country (Head of coop/ FPI Regional Team) and corporate level (Senior Mgmt); • Report – Yearly results reporting exercise conducted via OPSYS. Aggregation of results (EU RF/ FPI RF ) as well as results data at intervention level accessible to the general public via internet and through IATI.
  29. 29. Results Reporting exercise 2018 (DEVCO and ENI) • Larger sample, including on going interventions • Sample based on budget (>750,000) and on maturity of the intervention (>24 months) • Reporting based on the interventions' logical frameworks • Feed into EU Results Framework, Annual Report, Annual Activity Report, Evaluations Data will be exported into OPSYS at the end of 2018 and will be available for future updates
  30. 30. RESULTS AGENDA FPI Ronan Mac Aongusa, Deputy Head of Unit, “Budget, Finance, Relations with other Institutions”, FPI 1
  31. 31. What do we want to achieve? • Tell the story of our performance & provide accountability • BFOR (Budget Focused on Results) & Juncker Priority 9 (EU as a Global Actor) • Improve quality of reporting (Annual Activity Report) via supply of data for FPI Results Framework (alignment with SDGs - 16, 5, 7, 13, EU Global Strategy) • Improve design of all FPI interventions (with clear indicators) • Communicate effectively on results for the wider EU public and for benefit of stakeholder dialogue, including with industry & civil society
  32. 32. What have we done so far? 1. Revised FPI Manual adopted 1 August - available on FPI intranet https://myintracomm.ec.europa.eu/dg/fpi/HowWeWork/ProjectManagement/Pages/Index.aspx • Corporate indicators at FPI level • Core indicators for each Instrument - IcSP, PI and EOM • Indicators meet GAP II obligations – sex disaggregation/women’s empowerment • Indicators are SDG & WPS compliant (Women, Peace & Security – UNSCR 1325) All indicators – corporate/core - uploaded in OPSYS and ready for use 2. All evaluations under current MFF – uploaded in EVAL module Evaluations completed 2014-2017 (IcSP/IfS, PI, EOM) • Repository of past knowledge and lessons learned • Ready for consultation/use by Operational Managers
  33. 33. What remains to be done? • 1) All logframes for current actions to be completed, quality-reviewed and ready for uploading into OPSYS (Excel format) by 1 April 2019 • Actions under the support expenditure and audits are excluded • IcSP - All actions from 01/07/2016 to be covered (post Mid-term review) - Support provided by external consultant (KMQ) - Quality review by FPI2/RT Operational Managers (Excel format) - FPI.1 final quality review prior to OPSYS upload PI - All actions since 2014 – Partnership Instrument Monitoring System (PIMS) methodology - Quality review by FPI4/RT Operational Managers (Excel format) - FPI.1 final quality review prior to OPSYS upload EOM - All actions since 2014 - Support provided by FPI.1 for completed actions 2014-17 - FPI5 will complete logframes for all actions as of 2018 - Quality review by FPI.5 Operational Managers (Excel format) - Operational Managers to complete logframes for actions in 2018 - FPI.1 final quality review prior to OPSYS upload
  34. 34. 2) Engage with Implementing Partners between now and 1 March 2019 All Implemeting Partners should be invited by Operational Managers to access OPSYS for purposes of review and completion of logframes Refer to relevant corporate and core indicators This exercise cannot be completed without them Mutual learning exercise in initial stages - « trial & error « + « dialogue » Implementing partners = civil society organizations, private sector bodies, international and regional organisations in both direct and indirect management 3) FPI.1 and OPSYS Change Management to monitor the situation on a monthly-basis
  35. 35. PROGRAMMING, ACTIONS AND DECISION Laurent Diho, Business Manager, “Programming, Actions and Decisions”, DEVCO R4
  36. 36. Key functionalities planned for April 2019 Basic Act Indicative Programming Document Commission Financing Decision Commitments Level 1 Action Features: Covers the generation of outline initial and full action document (5 to 7 templates in total), including DAC form and capacity to create rider Features: Capture and display essential elements of the Indicative Programming Document Features: Capture and display essential elements of the Basic Act Features: Create Commission Financing Decision and send to the decision-making process Features: Create commitments level 1 associated with Commission Financing Decision
  37. 37. DATA – OPERATIONAL - FINANCIAL Operational Financial Data Basic Acts 12 Programming Documents Actions Create and manage all steps of an Action (Identification, Formulation ) Quick view of aggregate of financial amount from the Action component to the Basic Act Prepare the Commission Financing Decision for the Decision 169 3200 Generate the Action Document with the relevant template A Financial Agent can add and check financial information during the creation phase of an Action See all essential information of a Basic Act and Indicative programming Document Create the global commitment CL1 Manage the DAC form, amount per DAC sector
  38. 38. INTERVENTION René-Paul Pasquier, Business Analyst, DEVCO R4 Definition and practical cases
  39. 39. OPSYS All tracks  Interventions are usually referred to as 'programmes' or 'projects'.  In the EAMR*, interventions correspond to what is currently called "project", which can be either a contract or an action (*External Assistance Management Report, for DEVCO/NEAR) Intervention A coherent set of activities and results which constitutes an effective level for the operational follow-up by the EC of its operations on the ground:  monitoring of results  annual reporting on KPIs to HQs,  monitoring of missions and site visits, as well as evaluations. EAMR LF
  40. 40. OPSYS All tracks  The scope of an intervention corresponds, in most cases, to an action or a part of it (an action component or a contract). Sometimes an Intervention will encompass two or more actions or parts of actions  The scale of an intervention and its level (action, action component, contract) is determined in function of:  the coherence of the planned activities and results; and  the responsible entity (e.g. Delegation in charge).  The Delegation will define the intervention's level in the action document, which will be validated through the quality review process.  Operational Managers will have access to their portfolio of interventions in MyWorkplace Intervention
  41. 41. OPSYS All tracks AAP CAMBODIA 2015 Basic Act DCI Indicative Programming Document CAMBODIA Action … Action … Action … Action PSIGFS 2015 Aquaculture  Cambodia Programme for Sustainable and Inclusive Growth in the Fisheries Sector: Aquaculture - (2015/038-851), 30.000.000 €
  42. 42. OPSYS All tracks INTERVENTION PSIGFS INTERVENTION PSIGFS  Cambodia Programme for Sustainable and Inclusive Growth in the Fisheries Sector: Aquaculture - (2015/038-851), 30.000.000 € Procurement DM Action PSIGFS 2015 Aquaculture Contract Contracts LF LF Procurement DM Action PSIGFS 2018 CapFish LF  Cambodia Programme for Sustainable and Inclusive Growth in the Fisheries Sector: Capture Fisheries (CapFish) - (2018/040-007), 87.000.000 € Basic Act DCI LF Contract Contracts LF
  43. 43. OPSYS All tracks INTERVENTION Arctic Black Carbon  PI – AAP 2016 (first phase): Black Carbon in the Arctic, 1.500.000 € Grant (Dir. award) Action Arctic Black Carbon AMAP LF LF Basic Act PI LF Annual Reporting = FPI Management Report
  44. 44. OPSYS All tracks INTERVENTION Support to Decentralisation in Ghana  Support to Decentralisation in Ghana (2017/039-769), 45.000.000 € Budget Support LF Basic Act 11th EDF Contract Contract Contract Contract Budget Support (Sector Reform Contract) 40.000.000 € Action Support to Decentralisation in Ghana Technical Assistance to Inter-Ministerial Coordinating Committee on Decentralisation 4.600.000 € Monitoring & Reporting 300.000 € LF Evaluation & Audit 2.000.000 € EAMR = External Assistance Management Report (DEVCO / NEAR)
  45. 45. OPSYS All tracks INTERVENTION Special Measure Neighbourhood South Civil Society Facility 2012-2013  Special Measure Neighbourhood South Civil Society Facility 2012-2013 (2012/024-286), 22.000.000 € Basic Act ENI LF Analysis of all results INTERVENTION Promoting the Human Rights of Domestic Workers in Egypt INTERVENTION Expanding Legal Advocacy for Refugees in Egypt INTERVENTION Strengthening youth and female leadership in 3 MENA countries INTERVENTION Promotion for policies for equality in Euro-Med region INTERVENTION Défense de la liberté de l’information en Tunisie INTERVENTION Citoyenneté active, éléctions et transition démocratique en Tunisie Grant Coppem Comi… Grant ACTED … … … Grant Foundation support… Grant Al Shehab Instit… Grant Reporters sans fr… Grant LAM ECHAML 46 more… Action SMNSCSF Regional call allocation 10.930.200 € Local calls allocation 11.069.800 € LF Local alloc. Algeria Local alloc. Egypt Local alloc. Israel Local alloc. Lebannon Local alloc. Tunisia Local alloc. Palestine Local alloc. Jordan … LF LF LF LF LF LF
  46. 46. OPSYS All tracks INTERVENTION Redressement Economique et Social Inclusif du Lac Tchad Tchad Niger Cameroun Nigeria  Redressement Economique et Social Inclusif du Lac Tchad (RESILAC) (T0 5-EUTF-SAH-REG-05-01), 36.100.000 € LF EUTF Emergency trust fund Action RESILAC PAGODA AFD PAGODA LF INTERVENTION Tchad INTERVENTION Niger INTERVENTION Cameroun INTERVENTION Nigeria LF LF LF LF
  47. 47. CONTRACT AND PROCUREMENT Gauthier Swinnen, Business Office Manager, “Contracts and Procurement”, DEVCO R4
  48. 48. Contract and procurement Key Functionalities Keeps up to date the forecasting plan For other procedures than SIEA : Publishes prior information notice / contract notice Submits application Evaluates and draws-up shortlist 1 Manage the implementation • Invoice and payment are processed in OPSYS and sent to ABAC • Contractor or EC can initiate an amendment • Deliverables are managed and archived • Progress is monitored • Expenditure Verification report are managed • Closure is performed 10 Submits an offer • Offer is prepared with structured data • System provide guidance to the user • Data are encrypted for security reasons • A clock indicates the time remaining before deadline for submission • In parallel of the submission, EC can monitor the submission progress 4 Evaluates the offers • Opening session is performed • Offers are decrypted • The evaluation grid are filled • Evaluation report is uploaded • Ranking of offers is encoded • Awarding letters are prepared 5 Prepares contract • Structured data of the draft are reviewed • Commitment Level 2 if allocated on Level(s) 1 • Draft contract is generated by the system with the structured data and with document of the preparation and submission • Contractor is asked to confirm availability of key experts (in case of service contract) 7 Sign the contract • Commitment Level 2 is validated in ABAC • Contractor electronically signs the contract • EC electronically signs the contract The contract enters into force 8 European Commission (OIA / OVA / FIA / FVA / AO) Contractor Evaluation Committee OPSYS system Actors Sends out invitations to submit an offer 3 Awards the contract 6 Prepares the dossier call for tender / call for proposal • Dossier is prepared with structured data • System provides guidance to the user In addition for FWC procedures : Draws up short list 2 Pays pre-financing 9 Actors and Processes of Contracts managed in Indirect Management are not represented in this slide
  49. 49. Preparation (CfP) Invoice, payment Contract and procurement: Key functional modules and dates of deployment 2019/04 DECISION CONTRACT (all) Contract forecast DAC form Evaluation (CfP) ABAC CRIS BPC, MIS PROSPECT OPSYS IT systems supporting functional modules Current picture Many systems supporting all contracts Submission (CfP) Improved release Same scope with improved features Preparation (all) Invoice, payment ACTION CONTRACT (all) Contract Forecast DAC form Evaluation (all) INTERVENTION Submission (all) 2021/06 Incl. payment Invoices and payment in OPSYS Preparation (all) Invoice, payment ACTION CONTRACT (all) Contract Forecast DAC form Evaluation (all) INTERVENTION Submission (all) 2020/04 Pilot phase SIEA in Direct Management in OPSYS Other contracts in CRIS Evaluation (SIEA) Submission (SIEA) Preparation (SIEA) Preparation (CfP) Invoice, payment ACTION CONTRACT (excl. SIEA) Contract for DAC form Evaluation (CfP) INTERVENTION ecast Submission (CfP) CONTRACT (SIEA, DM) 2020/07 Generalisation All contract in OPSYS CRIS is phased out Preparation (all) Invoice, payment ACTION CONTRACT (all) Contract Forecast DAC form Evaluation (all) INTERVENTION Submission (all) After the switch (a priori in April 2019): • New SIEA contracts will be initiated in OPSYS. • SIEA contracts already initiated in CRIS before the switch will continue to be managed in CRIS. (all) means ‘all contracting procedures and all types of contract’ which are : • Procurement: FWC (SIEA, AUDIT, etc.), call for tender (services, supplies, works), simplified procedures, etc. • Grant: Call for Proposal (open / restricted), Direct award, etc. • Relex specificities: Budget Support, PE, Contribution Agreement, Twinning, Pool Fund, etc.
  50. 50.  Structured preparation of dossiers (tender / grant) and according to the same approach for all types of contracts  Electronic submission, with structured data  Electronic signature of contracts  Automated generation of contracts  System provides guidance to the users Contract and procurement module: Key improvements
  51. 51. ACCESS RIGHTS Viktor Klymonchuk, Business Architect, DEVCO R4
  52. 52. Governance of Permissions and Access Rights • Pre-configured in SECUNDA+ by DEVCO.04 for DEVCO/FPI/NEAR • Managed and supported by helpdesks • DECVCO.R4 for DEVCO/FPI and EuropeAid-APPLICATION- SUPPORT@ec.europa.eu • NEAR.R4 for NEAR NEAR-APPLICATION-SUPPORT@ec.europa.eu • For External Users at: EC-SEDIA-SUPPORT@ec.europa.eu
  53. 53. Business Roles used for Track 1 Internal users External users • EC User • Operational Manager • Lead Implementing Partner • Implementing Partner
  54. 54. Business Roles used for Track 1 EC User Operational Manager (OM) Lead Implementing Partner Implementing Partner (IP) Read Action, Intervention Yes Yes View approved Logframe Yes Yes Create, Edit, Review and Approve Logframe Yes Create, Edit and Delete an Intervention Yes (suspended but centrally created) Un/Assign Lead Implementing Partner on Intervention Yes Un/Assign Implementing Partner (IP) Yes Read assigned Interventions Yes Yes Read/Create/Update Logframes for assigned Interventions Yes Yes Submit assigned Logframes Yes
  55. 55. CHANGE MANAGEMENT Véronique Lena, Team Leader, Change Management, DEVCO R4
  56. 56. Change Management as a facilitator • OPSYS is a system that will change your way of working • Gradually OPSYS will be the only system in place • You are not alone in this change: the Change Management team and OPSYS focal points will support you to become familiar with OPSYS • OPSYS can improve thanks to your suggestions
  57. 57. Communication For the present release, the main target groups are Operational Managers and Implementing partners A full package of communication will be tailored for other target groups of OPSYS: CFCU, line ministries, … according to the schedule of releases
  58. 58. Guidance: WIKIs • It will allow the users (internal and external) and OPSYS focal points to stay informed on changes and news on the upcoming releases. • It is the primary source of user support in the use of OPSYS. • It contains step-by-steps to guide the user through the most common actions. • It contains Frequently Asked Questions and e-learning videos to support the use of the system Link to WIKI for the Internal users: My workplace Link to WIKI for the External users: Welcome to the portal
  59. 59. e-Help • Navigating on OPSYS you will find helpful hints to help you. • By clicking on the “question mark” the user can access short texts explaining the task to be performed. • Every e-Help request will redirect to a dedicated page in the WIKIs, both for internal and external users.
  60. 60. e-Learning videos • To familiarise yourself or if you have problem performing certain steps in the system, a series of short videos has been produced to guide you, step-by-step, through the most common actions on OPSYS. • The e-learning videos can be found in the WIKIs. You can directly access them E-learning videos for Internal users E-learning videos for External users
  61. 61. OPSYS Support by the Change Management Team For any question related to operational issues: • Intervention creation • Logframe and logframe migration • Communication with implementing partners • Coordination and training of OPSYS focal points The Change Management Team is your point of contact: EuropeAid-OPSYS-USER- SUPPORT-COMMUNICATION@ec.europa.eu
  62. 62. IT HELPDESKS For any specific IT question or for questions related to your permissions, please contact the Functional helpdesk service: • For Internal Users at: For DG NEAR: NEAR-APPLICATION-SUPPORT@ec.europa.eu For DG DEVCO and FPI: EuropeAid-APPLICATION-SUPPORT@ec.europa.eu • For Extenal Users at: EC-SEDIA-SUPPORT@ec.europa.eu You can also click on the User Icon > Leave feedback in the top right of the screen. Fill in the form and attach a screenshot (if relevant). The helpdesk will get back to you as soon as possible
  63. 63. Additional Training on Logframes • Should you need a training on Logframe design and methodology, a session can be arranged for you • Please send an email to request the training to: EuropeAid-AD- RESULTS@ec.europa.eu
  64. 64. Stay tuned Join the OPSYS Capacity4Dev group to be updated with the latest news! OPSYS group is open to both internal colleagues and external partners Watch and share OPSYS presentation videos by opening the hyperlink: https://europa.eu/capacity4dev/opsys
  65. 65. CONCLUSION OF THE WEBINAR Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4
  66. 66. Role of Focal Point Currently being identified within EUDs and HQ Units. No need for FPI focal points. Deadline: by 1st October 2018 • This message should be reinforced by focal points • Feed-back from focal points will improve the quality of guidance for both internal and external users Reinforce the importance of e-learning and wikis • Relay all OPSYS information to colleagues in his/her Unit/Direction/Delegation • Answer & collect questions & concerns from external and internal users • Communicate these to Change Management Team Be central point of contact for internal and external users • Communicate all questions and concerns captured in the field to the Change Management Team • Stay tuned on the regular webinars and video conferences organized for focal points between Feb and March 2019 Connect with Change Management team • Whenever communications are sent out, read them carefully • Connect with other relevant focal points to ensure clear communication to external and internal users Reinforce communication messages