2020 planning and state of play - Europa EU
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2020 planning and state of play
Michal Krejza, Head of Unit DEVCO R4, Information Technology and Business Processes
Thierry Dudermel, Head of Sector “User support for IT Systems” DEVCO R4
Sophie Liegeois, Senior Trainer, Change Management Team, DEVCO R4
DEVCO R4
OPSYS Vision
• OPSYS is a large-scale business transformation programme for
the Relex family: “more efficient, transparent and results-oriented
planning, management, and follow-up of EU external actions”
Business side: Relex family (DG DEVCO, DG NEAR, FPI)
IT side: DIGIT, RTD (plus BUDG, JRC) OPSYS
Coverage: the entire programme-project cycle
OPSYS will integrate or replace: OPSYS will interface with:
• CRIS • PADOR (organisation registration) • ABAC
• BPC • PROSPECT (application submission) • ARES
• MIS • Audit • EAMR (External Assistance Management
• ROM (Results Oriented Monitoring Module) • Grant Management Report)
• EVAL (Evaluation Module) • GIS
OPSYS Main Goals
Raise effectiveness and visibility of EU external action
Streamline the management process of the EU’s external action
by automating tasks, thus increasing efficiency, productivity, and trustworthiness
Integrate Relex-family and corporate applications into a single user-centric
system
Interact with external partners through the system, incl. e-signature
Promote knowledge-sharing within the RELEX family, and with external partners
Align with and support the Commission’s Digital Strategy (corporate approach)
Offer a user-driven and results-oriented platform
OPSYS puts our users at the centre
Ease of use:
• Single interface
User Driven: • covering all end-to-end workflows of
• User Centred: project cycle
o My workplace -> individualised
portfolio view, projects and • One-Stop-Shop ->Access to all
programmes applications
• User Supportive: • Individualized Process Centre, Metro-
o Receipt of notifications about Lines workflow management
tasks pertinent to each specific
user • No re-encoding
OUR USERS
• User Friendly: • Progress and completion reports
o Intuitive look & feel • submitted and approved online
• Ability to delegate tasks to colleagues
• Automatic creation of documents
• Automatic interface with ABAC & ARES
• OPSYS Global Planning – update on upcoming releases
Major OPSYS Releases / Milestones
Release 3A:
Release 3A – Important Milestone
Scope:
• First release covering contracting procedures end-to-
end: management of specific contracts under the SIEA,
AUDIT and PSF FWCs; from 24/01/2020 only through OPSYS
• Major architectural release -> set-up of IT Infrastructure
for full deployment of OPSYS in future
• Encompasses parts of all tracks
(1 – Results & Monitoring; 2 – Contracts & Procurement;
3 – Programming, Actions & Decisions)
2020 Releases: Scope Spring Release, planned for May 2020, focuses on: • Forecasting features (replacement of BPC and corresponding part of MIS) • Submission of narrative reports by externals (incl. International Organisations) • Readiness for Results Reporting 2020 through OPSYS Summer Release, planned for July 2020, focuses on: • Go-live of all other contracting procedures (except link with PROSPECT), based on generic contract form • Features for management of Basic Acts and Indicative Programming Documents Autumn Release, planned for October 2020, focuses on: • Minimum Viable Product to phase out CRIS Contract (incl. link with PROSPECT) • Features for Action management • Features for Budget Support and Blending (incl. indicators, management of fixed & variable tranches)
OPSYS in the Corporate Landscape
(OPSYS is the first end-to-end solution)
Specific business features
OPSYS reuses features from
developed or improved in
other corporate solutions
OPSYS
LogFrame management
My Workplace Multiannual Planning Tool (MAP)
E-Request
Compass Corporate
E-Submission
E-Procurement (e.g. opening E-Signature
session) Contract preparation
Amendments
Funding & Tenders Portal Pre-financing payments
Deliverables management
All features are available for corporate solutions
(e-Procurement, SYGMA, etc.)
Demonstration
9
Link between OPSYS and My Workplace?
OPSYSData available The data in OPSYS are synchronized from CRIS. The following data has been migrated from CRIS to OPSYS: • PROGRAMMING: Based on CRIS programming with additional missing programming docs. The mid term review is covered • ACTIONS: Actions available in OPSYS are generated through a synchronization with CRIS, and are refreshed daily. (1 Cris Measure Project = 1 OPSYS Action) • IMPLEMENTATION PLAN: Portfolio of contracting procedures managed by a specific entity in charge for planned, ongoing and closed contracts. CRIS contracts are daily synchronized from CRIS to OPSYS. • INTERVENTIONS: An initial set up of interventions has been prepared from 11 EAMR list and result reporting list to facilitate your initial work..
What is an Intervention
It is the main OPSYS concept available to monitor the implementation of
activities
It contains one or more actions, action components, and related contracts
This coherent set of activities and result which constitutes an effective
level for the operational follow-up, in order to:
Monitor the results (Logframes)
Create the annual reporting on KPIs (EAMR)
Monitor of missions and site visits (ROM) and evaluations (EVAL)
12Basic act
Domain CRIS
Basic act
component
Programming
Programming
Programming
component
CFD
Programming
Logframe Programming focal sector
component sector
Action Measure project Decision
Intervention Action component Analytical breakdown
Implementation
contract Contract
planThierry Dudermel, Head of Sector “User support”, DEVCO R4
OPSYS CHANGE MANAGEMENT
ACTIVITIESChange Management to help you
CM Main Objective -> CM must empower, guide and motivate the users in the
transformation brought by OPSYS
Facilitates Users’ Access and Exposure to
the features and functionalities
Interface
between
OPSYS Increases Users Knowledge and Capacity
system and in using the solution
Users
Change Coaching /
Impact Training Monitors and measures the Usefulness
Monitoring and Effectiveness of the system for the
users
Ensures a comprehensive and user-
OPSYS
Awareness Documentation friendly set of support documentation
& for and guidance tools
Users
Dissemination
Diffusion of information on OPSYS and its
business transformation for the RELEX
familyOPSYS Interface with Users
Current Actions from CM (Release 3A):
Interface • Reinforcing network EUDs Focal Points, and Establishing network HQs Focal
between Points
OPSYS
system and • Monthly webinars with OPSYS Focal Points -> next one … 3 March (focus on
Users Users Access and Security in OPSYS)
• Organization of OPSYS Focal Points Seminar in HQs –> March 26th – 27th
• OPSYS Highlights (newsletter) for Focal PointsCoaching & Training
Current Actions from CM (Release 3A):
• Roll-out Webinars on Release 3A -> 6 Webinars performed; 16-23 Jan
• World Tour (EUDs) – One-to-one Coaching to all EUDs (completed)
Coaching / • OPSYS Open Doors -> OPSYS Fridays Hands-on Sessions - HQs and EUDs visiting
Training colleagues Hands-on coaching in BRU (DEVCO+NEAR+FPI)
& Users
Guidance • Design of Virtual Long-distance Training (under construction) -> Virtual Trainings
(ad-hoc, on demand, catalogue) -> Accessible via EU LEARN
• Direct Impact Coaching (onsite with EUDs) -> Finalising planning, to be launched
during the first-quarter of 2020.
• E-learning Tutorials – OPSYS tutorials/modules for internal & external users (EN/FR) are
available. EU Learn (3) + DEVCO Academy (1)
• E-learning Pills - Sub-allocation, Planned Contract, Task Management, Preparation of the
Request for Service, Shortlist Selection, Navigation, Pre-award, Externals…
• OPSYS page created and published in DEVCO Academy -> to host all modules and
online videos (e-learning pills) for external users.Documentation and IT Communication
Current Actions from CM (Release 3A):
• Internal Wiki
• External Wiki
• Embedded Guidance: OPSYS eHelps - the “question marks” -> Complete
Documentation
for
Users • Opsys Release Notes
• OPSYS Glossary: Available with new terminology (e.g. AROS…)
• OPSYS Tips & Tricks: (under construction)
• OPSYS FAQs: Available and is permanently updated with new relevant FAQsAwareness & Dissemination
Current Actions from CM (release 3A):
• Awareness and Coaching actions during Cooperation Days 2020
(workshop)
• Reinforcement of Network (External Partners) -> Practitioners Networks…
OPSYS • Establishing Working Groups with International Organizations:
Awareness - UN family + MSAs + IOs…
& Dissemination
• Increasing presence in International and EU events (thematic Seminar,
Cooperation Days, etc…)
• Fostering capillarity through ROM
• Increasing presence in EC Regional seminarsOPSYS User Support
• WHO will provide the OPSYS support ?
• OPSYS support is performed by the usual DEVCO Application Support (DAS) and NEAR
Application Support (NAS) team
• WHAT kind of support can be provided ?
• You can contact the support for any question on how to use the application, issues
detected, access permissions or request for info. You can also suggest improvement !
• WHEN can I contact the support ?
• DAS and NAS are open from 8:30 to 18:00 (Brussels time)
• HOW to contact the OPSYS support ?
• Contact the DAS and NAS by email or phone or My IT support form
• Use the “CONTACT US” form inside OPSYS application (accessible on the left menu)Useful contacts EC-OPSYS-CHANGE-MANAGEMENT@ec.europa.eu DEVCO-APPLICATION-SUPPORT@ec.europa.eu NEAR-APPLICATION-SUPPORT@ec.europa.eu
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
https://europa.eu/capacity4dev/opsys
Watch and share OPSYS presentation videos by opening the hyperlink:You can also read
