Communications Networks, Content and Technology
European Commission Directorate General

Support Systems and Tools: simplification & business harmonisation

Support Systems and Tools: simplification & business harmonisation

Goal

DG CONNECT is renowned among other services for effective grant management implementation. Our vision is to further improve the efficiency of service (doing more with less) via established cooperation with other members (Directions General and Executive Agencies) of the Research and Innovation Family in the European Commission and also with Directorate-General for Informatics (DIGIT), to share best practices and improve I.T. infrastructure.

Action

Simplification & Business Harmonisation: preparatory work for the new Research and Innovation Programme (Horizon 2020) including externalisation of some operations.

Situation

Each member (Directions General and Executive Agencies) of the Research and Innovation family in the European Commission operates their own mix of local I.T. tools in order to support the Grant Management lifecycle. All these I.T. tools evolve in parallel and very often there are conflicts, redundancies, and integration problems. These conflicts hamper the efficiency of services and require many resources to maintain them. Furthermore this fragmentation of I.T. infrastructure fuels the business divergence among members of the Research and Innovation family resulting in an unequal treatment of its beneficiaries.The objective is to replace the multitude of local I.T. tools by a single and common I.T. system in order to  support all the aspects of grants in the new Research and Innovation Framework Programme (Horizon 2020), as well as existing FP7, CIP and RFCS grantsThe new Grant Management System is composed in principle of the new SyGMa application (System for Grant Management) and the new associated workflow system COMPASS. DG CONNECT is an essential contributor in the development of these systems.

Input

Full-Time Equivalent: 
People: 
36.00 full-time equivalent (FTE)

Collaboration with other DGs or agencies:

Budget: 
3480672.54
Support Systems & Tools (Unit R.3)
Outputs

System for Grant Management (SyGMa)

  • A streamlined full electronic grant management process, shared among all members (Directions General and Executive Agencies) of the Research and Innovation Family, guaranteeing a seamless experience for all beneficiaries, regardless of the service responsible for grant management.
  • A modern grant management system (SyGMa), able to handle all the aspects of grant management and to replace multiple systems used today in the Research and Innovation Family.

The responsible governance body for the simplification, business harmonisation and the preparation of the new Research and Innovation framework Programme launch (H2020) is the I.T. Programme Steering Committee (ITPSC) of the Research and Innovation Family.  

Timeframe: Q1 2014

Indicators

1747

Monthly I.T. Project Steering Committee (ITPSC) report

Target

COMPASS

A state of the art workflow system (COMPASS), fully automating the business processes (100% paperless), offering better control and monitoring capabilities and reduced operational costs. Important milestones:- Launching of production pilot of the new I.T. system for Grant Management (SyGMa-COMPASS), supporting a call for the Research Executive agency (REA) in the space research area. - Full availability of the new I.T. system and implementation of the harmonised business processes for the new Research and Innovation Framework Programme (H2020) grants, for all members (Directions General and Executive Agencies) of the Research and Innovation family. -Migration of the 7th Framework Programme (FP7) and Competitiveness and Innovation Programme (CIP) grants from the existing local applications into the new common I.T. systems.The responsible governance body for the simplification, business harmonisation and the preparation of the new Research and Innovation Framework Programme (H2020) launching is the I.T. Programme Steering Committee (ITPSC) of the Research and Innovation Family. 

Timeframe: Q1 2014

Indicators

1748

Monthly I.T. Project Steering Committee (ITPSC) report

Target
Results/Impacts

Optimised execution of the Grant Management operations for Horizon 2020

The impact is in allowing the optimised execution of the Grant Management operations for the new Research and Innovation Framework Programme (Horizon 2020). This will be translated into:

  1. An improved service for both internal (indicator=internal user satisfaction survey) and external users (so far there is no plan to gather systematicaly the feedback from external users but it is an option to explore)
  2. A reduced I.T. expenditure of the Research and Innovation Familiy thanks to the new common I.T. infrastructure (more than 3,000,000 €/year as from 2014).
  3. An effective use of human resources by employing full paperless workflows and use of the electronic signature (the huge diversity of transactions and the different implementation modalities would require a thorough analysis in order to be able to measure the real impact. Maybe a good candidate for a study in the future).

DG CONNECT has assumed a leading role among the members of the Research and Innovation Family in achieving these objectives, by sharing its best practices and making available its software development expertise.

Timeframe: 2014-2020

Indicators

1749

Reduced IT costs (lead indicator)

Target (2014-2020)

Link to DG CONNECT's Top Level Targets

  • DG CONNECT is a lean, modern, effective and efficient public administration