How to create, validate send an Annual Audit Plan for EBF, ERF

SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
How to create, validate & send an Annual Audit
Plan for EBF, ERF, EIF and RF?
Contents of this guide:
1.
Create an Annual Audit Plan ..................................................................................................... 3
2.
Edit an Annual Audit Plan.......................................................................................................... 6
2.1. General ................................................................................................................................... 7
2.2. Funds Covered ...................................................................................................................... 7
2.3. Annual Plan........................................................................................................................... 8
2.4. Documents........................................................................................................................... 10
2.5. Officials in charge ............................................................................................................... 14
3.
Validate the Annual Audit Plan .............................................................................................. 16
4.
Send the Annual Audit Plan..................................................................................................... 17
5.
General ......................................................................................................................................... 18
5.1. Statuses................................................................................................................................. 18
5.2. History & details of uploaded documents ...................................................................... 18
5.3. Mandatory fields................................................................................................................. 19
5.4. Edition and deletion of recorded data ............................................................................. 19
5.5. Document type 'Other Member State Document' .......................................................... 19
5.6. Automatic notifications...................................................................................................... 20
5.7. Validation rules................................................................................................................... 20
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There
can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this
information replace the regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
Purpose of this functionality
This functionality enables Member States to create, validate and submit an Audit Plan for
EBF, ERF, EIF and RF to European Commission (EC) officials.
Regulation source
Submission of Audit Strategies by Member States:
European Fund for the Integration of Third Country Nationals: Article 25 of Commission
Decision 2008/457/EC
European Refugee Fund III: Article 25 of Commission Decision 2008/22/EC
External Borders Fund: Article 25 of Commission Decision 2008/456/EC
European Return Fund: Article 25 of Commission Decision 2008/458/EC
Submission of comments on Audit Strategies by the European Commission:
European Fund for the Integration of Third Country Nationals: Art.32 of the Decision No
2007/435/EC of the Council
European Refugee Fund III: Art.34 of the Decision No 573/2007/EC of the European
Parliament and of the Council
External Borders Fund: Art.36 of the Decision No 574/2007/EC of the European Parliament
and of the Council
European Return Fund: Art.34 of the Decision No 575/2007/EC of the European Parliament
and of the Council
Concerned Funds
EBF
ERF
EIF
RF
User roles and permissions needed
Member State Audit Authority (MSAA U+S)
Before you start, check that…
There is no existing Audit Plan for the SOLID funds and the year to be encoded.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There
can be no guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this
information replace the regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
1. Create an Annual Audit Plan
REMARK
Every year an Annual Audit Plan for the SOLID funds is to be created by the MSAA.
Step by step
1. Go to the AUDIT > ANNUAL AUDIT PLAN (SOLID) menu.
The search pane screen and the list of Annual Audit Plan (AAP) appear.
2. Click on Create a new Audit Plan.
The Create Audit Plan wizard appears. It is divided in two steps:
Step 1: Provide General Details
3. Enter the year and the title of the AAP in the corresponding fields (1), (2).
4. Click on NEXT (3).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
Step 2: List Funds Covered
5. Select the concerned fund(s) (1).
6. Click on FINISH (2).
a. The title of the AAP is unique for all Member States.
If a title has already been used, the system prevents the creation of a second AAP with
this same title, even if it is used by a MS which is different from the one that used the
title for the first time.
REMARKS
The system displays the following message aside the 'Title' field:
b. One Audit Plan report can cover one or several funds. If several funds are to be
selected, press the Control key and click on the funds to be added with the mouse.
You are redirected to the tabs to be edited.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
You are automatically directed to the tabs (cf. Figure 2 - Tab view) to be completed if
you edit the AAP after finishing the wizard.
NOTE
If the AAP is to be edited at a later stage, go to the AUDIT > AUDIT PLAN (SOLID) menu (cf.
step 1). The existing AAP is displayed in the list under the status "Created". Click on
the Country link to be directed to the display screen. Select any of the Edit options,
provided that you have the Update and/or Send role assigned to your user account.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
2. Edit an Annual Audit Plan
The contents of the AAP are displayed in different tabs, which are to be completed before
validation and submission to the EC:
Вѓ General,
Вѓ Funds Covered,
Вѓ Documents and
Вѓ In Charge.
They can be displayed by tabs or as a list of tables:
Figure 1 – List view (Display)
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
Figure 2 - Tab view
2.1. General
This tab refers to the AAP title and the optional comments to be written and saved. As long as the
AAP has not been validated and submitted to EC officials, the title and comments can be modified.
Step by step
7. Click on the GENERAL tab (1).
8. Modify the title and/or the comments (2).
9. Click on SAVE to record your update (3).
2.2. Funds Covered
The fund(s) covered by the AAP can be modified in this tab, provided that the AAP has not been
validated and submitted to EC officials.
Step by step
10. Click on the FUNDS COVERED tab (1).
11. If a fund is to be added to the AAP, keep the Control key
fund(s) to be added with the mouse (2).
pressed and click on the other
12. Click on the SAVE (3).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
13. If a fund is to be deleted from the AAP, click on the fund(s) to be kept with the mouse (1) (the
fund to be deleted is no longer selected).
14. Click on the SAVE (2)
2.3. Annual Plan
The ANNUAL PLAN tab is showed in two sub-tabs:
Вѓ System Audits and
Вѓ Audit of projects.
Step by step
15. Click on the SYSTEM AUDIT sub-tab (1).
16. Click on the fund(s) to be selected (2).
17. Complete the information accordingly in the fields 'Authorities concerned', 'Processes concerned',
Scope of the audit', 'Man-Days' and 'Planning'. The only mandatory field is 'Funds'.
18. Click on ADD (3) to record the System Audit.
19. Click on Add a new Audit (4) if more than one System Audit is applicable and, start the operation
again (cf. steps 15 to 18).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
Step by step
20. Click on the AUDIT OF PROJECTS sub-tab (1).
21. Click on Add a new Audit (2).
22. Click on the fund(s) to be selected (3).
23. Complete the information accordingly in the fields 'Priority', 'Project', 'Final Beneficiary', 'Costs to be
audited', Man-Days', 'Planning', 'Total Eligible Cost of Project' and 'Programme Year'. The only
mandatory field is 'Funds'.
24. Click on ADD (4) to record the Audit of Projects.
25. Click on Add a new Audit (5) if more than one Audit of Project is applicable and, start the operation
again (cf. steps 22 to 24).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
In case the System Audits and/or Audit of Project is/are to be suppressed after having
saved it (to be re-downloaded by an updated one), please click on the corresponding subtab, click on
of the document to be deleted and start the operation again.
REMARKS
2.4. Documents
The AAP official document(s) is(are) to be uploaded in this tab.
There are two types of documents:
Вѓ MS Annual Audit Plan and
Вѓ Other Member State Document.
Step by step
26. Click on the DOCUMENTS tab (1).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
27. Click on Add a new Document (2).
28. Select the document to be uploaded in the 'Type' drop down list.
29. Fill in the 'Title' field with 255 characters maximum (alphanumeric field).
30. Complete the 'Document Date' field manually (dd/mm/yyyy) or double click in the field to have the
current date entered automatically or click on
corresponding date.
to open the calendar window to select the
31. Select the 'Language' of the document in the drop down list (1) and click on SAVE (2).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
The fields 'Local Reference' and 'Comments' are optional.
32. The system activates the Add a new Attachment link, which enables the upload of the MS Audit
Plan. Click on it.
33. Enter the name of the document in the field 'Title' (1), check the type of attachment to be uploaded
(2), click on CHOOSE FILE (3) to select the location of the file and, after having chosen it, click on OPEN
(4) to launch the upload. Record the operation through the button SAVE (5).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
34. After the upload, the ATTACHMENTS tab displays the document with its title:
a. If the document is not the correct one, click on the
button to delete it and restart the operation
(cf. step 26 to 33).
b. If an additional document of the same type needs to be uploaded, click on Add a new Attachment
and restart the operation.
35. For the upload of 'Other MS Document', please refer to steps 26 to 33 (and select 'Other Member
State Document' for document type). This type of document requires a manual submission after
being uploaded:
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
a. In case the document has to be suppressed after having saved it (to be re-downloaded by
and start the operation again.
an updated one), please click on
b. The upload of the document type 'MS Audit Plan' is mandatory. After uploading the
'MS Audit Plan', the system displays the message below:
REMARKS
This type of document will be sent together with the encoded information of the AAP. The
system does not accept the AAP validation unless it has been attached accordingly.
c. The upload of the document type 'Other MS Document' is optional. After uploading
'Other MS Document', the system displays the message below:
This type of document can be sent manually before or after submitting the AAP to the EC.
It covers any complementary information to be attached to the AAP.
2.5. Officials in charge
Following the upload of the document(s) associated to the AAP, the MSAA may assign one or several
contact persons within the MS who will be responsible for the AAP via the IN CHARGE tab.
Each exchange of information generated within the system for the AAP will generate the dispatching
of an automatic notification to the mailbox encoded in the 'Email' field.
Step by step
36. Click on the IN CHARGE tab (1)
37. Click on Add a new Official in Charge (2).
38. Complete the mandatory fields ('Name' and 'Email') and click on ADD.
39. If there is more than one Official in charge for the AAP, restart the operation (cf. steps 36 to 38).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
a. Optional fields:
- 'Valid From' and 'Until' indicates the period during which the contact person(s) will be
responsible for the AAP.
- 'Language' refers to the language of notification(s) that will be sent to the assigned
official(s) in charge. If no language is selected, the default language is English.
REMARKS
b. The checkbox 'Automatically Notified' is to be ticked to be active (and unchecked to
reverse the process).
c. After adding the responsible Member State authority who will be in charge of the AAP,
he/she can be deleted by clicking on .
d. The submission of an AAP is possible without the nomination of an Official in charge.
The system generates the warning message 'No Official in Charge was created'. However,
it doesn't prevent the AAP validation and dispatch to the EC.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
3. Validate the Annual Audit Plan
After completion of the AAP by the MSAA, the system generates the Validate link.
This link is available when opening the AAP through the AUDIT > AUDIT PLAN (SOLID) > DISPLAY AUDIT
PLAN menu and clicking on the Country link.
Step by Step
1. Click on Validate to trigger the data validation check, whose rules are presented in the chapter 6,
section 6.2 of this guide.
2. In case of inconsistency, the system detects it and presents its details in the LATEST VALIDATION
RESULTS tab. Return to Display to correct the inconsistent data.
3. Click on Validate to restart the data validation check.
4. After correction of all inconsistent data and successful validation of the AAP, the system switches
the report status from 'Created' to 'Validated'.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
4. Send the Annual Audit Plan
Step by Step
1. If the report is to be sent right after its validation, click on Return to Display to access the Send
button.
2. If the report is to be sent at a later stage, open the report by its country link as from the
PROGRAMMING > ANNUAL PROGRAMME menu.
3. In both cases, the system displays the Send button. Click on it to trigger the submission process.
4. Click on YES to confirm the AAP submission.
REMARK
The data snapshot is created in the language the MSAA user account's node is linked to.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
5. General
5.1. Statuses
The summary of the AAP statuses is presented in the table below:
Report action
Creation of AAP
Completion of information
Upload of official documents
Validation
Submission to EC officials
The EC official returns the AAP
and requests modification in its
text.
The EC official returns the AAP
and requests correction in the
provided information
The EC official has acknowledged
reception of the AAP.
The EC official has assessed the
AAP and officially accepted it.
Acting authority
Status of the AAP
Created1
MS Audit Authority
Validated1
Sent2
Returned - with EC
comments
EC Audit Agent
Returned - for clarification
Admissible2
Accepted
1 The
AAP can be deleted from the system and no longer visible at MS level.
EC official can return the AAP. The plan can then be corrected and resubmitted by the MSAA. Before resubmission, the
MS Annual Audit Plan (official document) is to be uploaded.
2 The
5.2. History & details of uploaded documents
In the HISTORY tab of the AAP, all statuses are logged with its respective authority level (MS or EC),
date and users:
In the ASSOCIATED DOCUMENTS tab, all documents are registered with its type, language, date of
uploading and submission. If there is a blank in the column 'Sent Date', it means the document
wasn't automatically sent with the AAP as it is to be submitted manually (cf. section 2.4, step 35).
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
The details of the user - who uploaded and sent the
documents - can be checked through the button ,
which activates a yellow window:
5.3. Mandatory fields
The mandatory fields are highlighted in light yellow (e.g.
).
If any obligatory field is left blank, the system refuses to proceed and displays the warning
sign.
5.4. Edition and deletion of recorded data
The table below presents the operations that can be executed in the AAP throughout its workflow:
Report's status action
Created
Validated
Sent
Returned - with EC comments *
Returned - For correction *
Admissible
Accepted
Sent (after re-opening) *
Data
edition
9
9
9
9
9
9
9
9
AAP
deletion
9
9
8
8
8
8
8
8
LABELS
9 has permission
9 only documents uploading and Officials in charge modification details, addition or deletion
8
hasn't permission
*
Optional stage
5.5. Document type 'Other Member State Document'
The document type 'Other Member State Document' can be uploaded and manually submitted to
the EC throughout the different statuses of the AAP.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
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SFC2007: System for Fund management in the European Community 2007-2013
How to create, validate & send an Annual Audit Plan for EBF, ERF, EIF and RF?
5.6. Automatic notifications
An automatic notification (email) is generated and sent to the mailbox of the authority indicated in
the 'Email' field of the IN CHARGE tab (cf. step 38) for the following executed operations:
Event
Executed operation in the Annual Audit Plan object
The MSAA has submitted the AAP to the EC Audit Agent
(ECAA)
Sent
Returned
(for clarification or with EC comments)
Admissible
Accepted
The ECAA has returned the AAP to the MSAA
The ECAA acknowledges the AAP by admitting it
The ECAA accepts the AAP
The authority can visualize the latest update of the Audit Plan
by clicking on the here link, which redirects her/him to the
related document within SFC2007
5.7. Validation rules
REFERENCE1
1
2
VALIDATION RULES
SEVERITY2
2.1
A title for the Member State Annual Audit Plan must be provided.
Error
2.2
At least one SOLID fund must be covered in the Member State Audit Plan.
Error
2.5
The funds covered are in a non-cancelled Audit Strategy for the same
Country, sent to the Commission
Error
2.6
The Annual Audit Plan (official document) must be uploaded in the system.
Error
2.3
At least one Official in Charge within the MS might be provided.
Warning
2.4
The covered SOLID funds are not covered in other Annual Audit Plans for the
same Country and Year
Warning
2.7
At least one System Audit might be provided
Warning
2.8
At least one Project Audit might be provided
Warning
SFC2007-RQ-334 Use Cases AUD-07 AAP 0.003.doc
An error blocks the AAP submission to EC officials whereas the warning does not.
Disclaimer: The information contained herein is for guidance only and is a description on how to use the SFC2007 application. There can be no
guarantees as to the accuracy of the descriptions due to the evolving nature of the computer system. In no way does this information replace the
regulations or could be considered as a legal interpretation of the Commission services.
Version 1.0 - Last revised: 19/03/2012
For more information on this document please contact sfc2007-info@ec.europa.eu
Page 20