Access to ESA official meeting-related documents via eCPB
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The Agency’s electronic Council, Committee and Programme Board portal was introduced in October 2007 with the aim to enhance and document the decision making process, to foster coordination with, within and among national Delegations, thus strengthening good governance and accountability.
eCPB gives ESA Member States’ accredited representatives and authorised users online access to the Agency’s official documents from 1995 onwards. Request for earlier documents should be forwarded to the ESA Records manager, within the Director General’s Cabinet. These documents comprise agendas and minutes of meetings, final resolutions, rules and regulations, programme declarations adopted by Council and its subordinate bodies, as well as working documents appearing on the agenda. Issued by the Director General for the intention of Member States Delegations, these papers, as well as the related debates, are not meant to be public and must be protected from any unauthorised disclosure.
Delegations should ensure that rules on access to ESA official documents are consciously applied and that the list of eCPB user accounts is regularly reviewed and updated (see ESA/C(2007)185,rev.1). The current system features are described in detail in the online user guide.
As requested by several delegations, as of January 2010 the mailing of paper hard copies of official documents will be discontinued. Member State Representatives should ensure they are subscribed to receive newly loaded documents by e-mail.
Access to financial information via esa-p
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One of the objectives of the Financial Management Reform implemented at the Agency as of 1 January 2010 is to provide financial information which better responds to the needs of the Member States.
esa-p gives ESA Member States’ accredited representatives and authorised users online access to financial information already contained in the documents issued on eCPB. Compared to eCPB, where financial information is embedded in documents in PDF format, esa-p offers direct access to pre-defined reports, mostly in Excel format, organised in 4 categories: Multi-year planning and control, Funding, Financial Operations and Industrial Return. In addition, whereas documents in eCPB are prepared in view of planned official meetings, on esa-p financial information deriving from financial accounting will be updated more frequently, as the new Financial Management Model foresees monthly closures of financial accounts.
Delegations should ensure that rules on access to the Member States' Portal (see ESA/C(2009)136) are consciously applied and that the list of esa-p user accounts is regularly reviewed and updated. The Head of the Director General's Cabinet is responsible for the overall management of the accreditation process.
esa-p contains an on-line user guide explaining how to navigate in the system, how to establish the relation between reports and official documents and an executive summary of the content of each report.