Presentation Webinar OPSYS

1. OPSYS goes live with Results and Monitoring
How to use OPSYS?
Webinar
DEVCO R4
13 November 2018

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. 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. 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. INTRODUCTION TO THE WEBINAR
Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4

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. 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. 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. 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. OPSYS Global Planning
Releases and Integrations

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. 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. RESULTS AND MONITORING
Cecile Delhez, Business Manager, “Results and Monitoring”, DEVCO R4

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

15. OPSYS TODAY - WORKFLOW

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. 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. 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. 1-Menu
Dashboard
My tasks
Notifications
2-My Notifications
Implementing Partner - Contractor
2
For implementing partners

20. 1-Add indicator by
selecting filters
Operational
Manager
Implementing Partner - Contractor

21. 1-View LFM, current
status, frequency of
value reporting,
timeline…
2-Manage your LFM
Implementing Partner - Contractor
Operational
Manager

22. How to start using OPSYS - Operational Managers
My intracomm (tools) → EU login

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. 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. 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. RESULTS AGENDA
Julia Kroemer, Results Reporting Officer, “Evaluation and Results”, DEVCO 04

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. 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. 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. RESULTS AGENDA FPI
Ronan Mac Aongusa, Deputy Head of Unit, “Budget, Finance, Relations with other
Institutions”, FPI 1

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. 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. 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. 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. PROGRAMMING, ACTIONS AND
DECISION
Laurent Diho, Business Manager, “Programming, Actions and Decisions”,
DEVCO R4

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. 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. INTERVENTION
René-Paul Pasquier, Business Analyst, DEVCO R4
Definition and practical cases

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. 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. 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. 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. 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. 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. 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. 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. CONTRACT AND PROCUREMENT
Gauthier Swinnen, Business Office Manager, “Contracts and Procurement”, DEVCO R4

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. 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.  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. ACCESS RIGHTS
Viktor Klymonchuk, Business Architect, DEVCO R4

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. Business Roles used for Track 1
Internal users External users
• EC User
• Operational Manager
• Lead Implementing Partner
• Implementing Partner

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. CHANGE MANAGEMENT
Véronique Lena, Team Leader, Change Management, DEVCO R4

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. 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. 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. 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. 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. 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. 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. 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. 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. CONCLUSION OF THE WEBINAR
Michal Krejza, Head of Unit, “Information Technology and Business Processes”, DEVCO R4

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