Annual Activity Report - European Parliament · 2014-08-13 · desirability and value of...

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2013

Annual Activity Report

The Office of

The Body of European Regulators

for Electronic Communications

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BEREC_Office_aar_2013.doc of 32

Table of Contents

Introduction ......................................................................................................................... 4

The BEREC Office in brief ............................................................................................... 4

The year in brief ............................................................................................................... 5

Executive Summary ........................................................................................................ 6

Implementation of the Annual Work programme - Highlights of the year ................... 6

Key conclusions on resource management and internal control effectiveness ......... 7

Information to the Commissioner .................................................................................. 8

Implementation of the Annual Work Programme of the Berec office for 2013 ............... 9

Acronyms ......................................................................................................................... 9

I. Introduction ...................................................................................................................... 9

A. Legal context and procedure of preparing BEREC Office Annual Activity Report ......... 9

B. BEREC and BEREC Office ........................................................................................ 10

C. General tasks of the BEREC Office in the context of the Electronic Communications

Regulatory Framework ................................................................................................... 11

D. Specifics of the BEREC Office work in 2013 .............................................................. 11

II. Implementation of the BEREC Office annual work programme 2013 ........................ 12

II.1. Support to implementation of the BEREC Work Programme 2013 ..................... 12

1.1. Introduction - Contribution to the topics of BEREC Work Programme 2013 ............. 12

1.2. Setting up and providing support to the BEREC Expert Working Groups ................. 13

1.3. Activities of the BEREC Office under Articles 7 and 7a Framework Directive .......... 13

1.4. Collection, exchange and transmission of information and best practices ................ 15

II.2. Horizontal activities ................................................................................................ 15

2.1. Providing assistance & executive support to the Chair and Vice-chairs of the Board of

Regulators and the Management Committee in fulfilling their responsibilities ................. 15

2.2. Providing administrative & professional support for the Board of Regulators and the

Management Committee Plenaries and to the Contact Network meetings ...................... 17

2.3. Ensuring transparency and accountability of the work of BEREC and its Office ....... 17

2.4. Other horizontal support activities of the Office ........................................................ 19

II.3. Administrative functions and activities of the BEREC Office.............................. 20

3.1. Premises and IT infrastructure ................................................................................. 20

3.2. Human resources management ............................................................................... 21

3.3. Budget, finance and accounting ............................................................................... 21

3.4. Legal services, Procurement and General administration ........................................ 22

3.5. Relations with the Republic of Latvia ....................................................................... 22

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3.6. General managerial activities ................................................................................... 23

III. Implementation of the BEREC Office budget 2013 .................................................... 24

III.1. Initial and amended budget 2013 .......................................................................... 24

III.2. Budget 2013 – rate of implementation ................................................................. 25

III.3. Budget 2013 – Commitment and Payment Appropriations carried-forward ...... 26

IV. Implementation of the BEREC Office staff resources ............................................... 27

IV.1. BEREC Office staff policy: recruitments and staffing ........................................ 27

V. Internal control systems and audit .............................................................................. 28

V.1. Internal Audit .......................................................................................................... 28

V.2. Observations by the Court of Auditors ................................................................. 30

APPENDIXES ..................................................................................................................... 31

Appendix 1: Declaration of assurance ............................................................................ 31

Appendix 2: BEREC Office Management Committee analysis and assessment of the

Authorising Officer's annual administrative report ........................................................... 32

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INTRODUCTION

The BEREC Office in brief

The Body of European Regulators for Electronic Communications (referred to as “BEREC”)

and the Office (referred to as the "Office" or the "BEREC Office") were created within

Regulation (EC) No 1211/2009 of the European Parliament and of the Council of 25

November 20092 (“BEREC Regulation”).

BEREC contributes to the development and better functioning of the internal market for

electronic communications networks and services. It does so, by aiming to ensure a

consistent application of the EU regulatory framework and by aiming to promote an effective

internal market in telecoms sector, in order to bring even greater benefits to consumers and

businesses alike.

Furthermore, BEREC assists the Commission and the national regulatory authorities (NRAs)

in implementing the EU regulatory framework for electronic communications, to give advice

on request and on its own initiative to the European institutions and to complement at

European level the regulatory tasks performed at national level by the regulatory authorities.

NRAs and the Commission have to take utmost account of any opinion, recommendation,

guidelines, advice or regulatory best practice adopted by BEREC.

In particular BEREC is requested to:

develop and disseminate among NRAs regulatory best practices, such as common

approaches, methodologies or guidelines on the implementation of the EU regulatory

framework;

on request, provide assistance to NRAs on regulatory issues;

deliver opinions on the draft decisions, recommendations and guidelines of the

Commission as specified in the regulatory framework;

issue reports and provide advice, upon a reasoned request of the Commission or on

its own initiative, and deliver opinions to the European Parliament and the Council,

when needed, on any matter within its competence;

on request, assist the European Parliament, the Council, the Commission and the

NRAs in relations, discussions and exchanges of views with third parties; and assist

the Commission and NRAs in the dissemination of regulatory best practices to third

parties.

The Office is established as a European Union Body with legal personality to provide

professional and administrative support services to BEREC. Following the application by the

Government of the Republic of Latvia to host the seat of the BEREC Office, on 31 May 2010

the Representatives of the Governments of the EU Member States (referred to as MS or

MSs) took unanimous decision to locate the BEREC Office in Riga. With staff up to 28, the

Office is financed by a subsidy from the European Union and financial contributions from

Member States or from their NRAs made on a voluntary basis.

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The year in brief

BEREC Office activities have been related closely to the BEREC Work Programme that was

set out in 4 main themes for work:

Theme A: Boosting the role-out of next generation networks.

Theme B: Consumer empowerment and protection;

Theme C: Services: boosting the internal market

Theme D: Horizontal and Quality aspects.

11 Expert Working Groups were established by BEREC in 2013 to work towards the

accomplishment of the Working Programme. The Office provided support in setting-up,

organising and co-ordinating the work of these Expert Working Groups and 81 meetings

were organised in total.

The Office is assigned to coordinate BEREC’s activities under Article 7 and 7a of Framework

Directive. These tasks include the monitoring and registering of all notified national

measures and Commission’s comments; set-up of Expert Working Groups for the

preparation of BEREC Opinions in Phase II and coordination of the work of these Expert

Working Groups. In 2013 BEREC provided opinions in 13 Phase II cases.

Although the professional and administrative support to BEREC required intensive work from

the staff of the Office, a significant part of the resources had to be allocated to the

administrative and financial activities to ensure legal compliance with EU rules applicable to

all Union bodies. The comments of the Court of Auditors in its annual report on 2012, led to

a decision of the European Parliament to postpone the conclusion of the discharge

procedure of 2012, needed to be addressed. In 2013 all areas suggested to be improved

have been improved and the Court of Auditors in its annual report on 2013 retains only 2

minor comments in comparison to 11 from the previous year.

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Executive Summary

Implementation of the Annual Work programme - Highlights of the year

The tasks of the BEREC Office to support BEREC in the implementation of the 2013 WP included:

Setting up of Expert Working Groups

After the decision on the establishment of Expert Working Groups was taken by the Board of Regulators, the BEREC Office assumed the responsibility to set up Expert Working Groups. To this end the Office collected information on the resources allocated by the NRAs to each Expert Working Groups and assisted the Expert Working Groups Chairs in summoning the Working Group meetings.

Providing administrative, legal and logistical support to the BEREC EWGs

A member of the Office Programme Management Unit was assigned as a contact person for each of the Expert Working Groups. By providing support to Expert Working Groups the Office ensures the smooth functioning of those groups.

Data collection

In 2013 the Office was responsible for the regular collection of data on international roaming rates and termination rates, for the purposes of BEREC Benchmarking reports and for sharing data with the Commission.

Assistance to the Expert Working Groups in preparation of BEREC documents and internal workshops

BEREC Office assisted 23 work streams in 11 Expert Working Groups to deliver the requested output (external and internal reports, opinions, common positions, guidelines, questionnaires, internal procedures, and internal workshops)

Managing public consultations

Where BEREC has, before adopting an opinion, regulatory best practice or a report, decided to consult interested parties and give them the opportunity to comment, the Office published the consultation documents and made the results of the consultation procedure publicly available on its web site.

Organising public and internal meetings and workshops

In 2013 the Office was prepared to provide meeting facilities in BEREC Office premises in Riga. The Expert Working Group meetings were however still mostly organised in Brussels or hosted by the NRAs. In 2013 BEREC Office hosted only 3 meetings in its premises.

Organising public procurement procedures for research studies

It was foreseen in the Office WP 2013 that the Office could also order research studies, which are needed for the completion of the annual work programme, and initiate calls for tender to this end. In 2013 the Net Neutrality Experts Working Group indicated the need for a study on consumers’ incentives and market forces driving Net Neutrality developments. Based on the preliminary work by the Net Neutrality Expert Working Groups on scoping the

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desirability and value of commissioning and after the approval of the BoR in 2013 November BEREC Office launched an open tender procedure called “Value of Network Neutrality to European Consumers” on the 13 December 2013.”

Coordination of BEREC’s activities under Article 7/7a Framework Directive (FD)

These tasks assigned to the BEREC Office include the monitoring and registering of all notified national measures and Commission’s comments; set-up of BEREC Expert Working Groups for the preparation of BEREC Opinions in Phase II; coordination of the work of the Phase II Expert Working Groups; participation in this work when required; regular reports to the Board of Regulators on the outcome and to identify possible weaknesses and points for improvement.

In 2013 BEREC provided an opinion in 13 Phase II cases. Phase II Expert Working Group was established for each case when Commission opened a Phase II investigation. Each Phase II Expert Working Group received the support and coordination needed for their work and was able to prepare a draft Opinion for the approval of the Board of Regulators. Simple database of FD Art.7/7a focal points, rapporteurs and experts was maintained. Regular tracking of all FD Art. 7/7a notifications from the National Regulatory Authorities and the comments of the Commission was continued. In 2013 BEREC Office registered 140 notifications. The outcome of the Phase II cases was regularly reported to the Board of Regulators.

Horizontal activities

In addition to the activities mentioned above the BEREC Office provides on a regular basis support to the Board of Regulators, the BEREC Office Management Committee, the Contact Network and BEREC international activities. The Office also provides support to the BEREC Chair and Vice-chairs for fulfilling their assignment at request.

In 2014 the BEREC Office supported the organisation of four regular plenary meeting (Board of Regulators and BEREC Office Management Committee), four Contact Network meetings, seven international events and has supported the BEREC Chair and Vice-chairs for representing BEREC in more than 40 events.

In 2013 the BEREC Office continued the development of the BEREC website, including also

the public register of BEREC and BEREC Office documents. At the end of 2013 the public

register contained 1375 documents drawn up or addressed to BEREC, 669 documents

drawn up or addressed to BEREC Office and 11 documents drawn up by the Contact

Network.

In providing horizontal support to BEREC’s work the BEREC Office reimbursed 363 BEREC

participation in events (co)organised by the BEREC Office.

Key conclusions on resource management and internal control effectiveness

In accordance with the governance statement of the European Commission, the BEREC Office conducts its operations in compliance with the applicable laws and regulations, working in an open and transparent manner and meeting the expected high level of professional and ethical standards.

The Commission has adopted a set of internal control standards, based on international

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good practice, aimed to ensure the achievement of policy and operational objectives. As required by the Financial Regulation, the BEREC Office has put in place the organisational structure and the internal control systems suited to the achievement of the policy and control objectives, in accordance with the standards and having due regard to the risks associated with the environment in which it operates.

The BEREC Office does not have an own internal audit capacity. The Internal Auditor of the Commission is responsible for auditing the Office in accordance with Article 14 of BEREC Regulation.

The BEREC Office has assessed the effectiveness of its key internal control systems during the reporting year and has concluded that the internal control standards are effectively implemented, with the exception of standards ICS5, ICS8, ICS11 and ICS12. The application of these standards is in ongoing status and will be subject of a follow up audit by the Internal Audit Service of the Commission in October 2014.

In addition, the BEREC Office has systematically examined the available control results and indicators, including those aimed to supervise entities to which it has entrusted budget implementation tasks, as well as the observations and recommendations issued by internal auditors and the European Court of Auditors. These elements have been assessed to determine their impact on the management's assurance as regards the achievement of control objectives.

The main risks related to the BEREC Office’s management mainly concern the legality and regularity of the underlying financial transactions of its budget. Throughout 2013 the budget has been monitored in monthly meetings and the financial actors have been through training to enhance the Office’s budget management capacities. There are also some risks in the area of delivering content support to the Management Committee but these are of a more political and reputational nature. The latter could materialise through lack of timely delivery on the promised content. The monitoring of the Office’s important risks reveals that exposure to all risks identified remained under control throughout 2013 and reduced substantially.

In conclusion, management has reasonable assurance that, overall, suitable controls are in place and working as intended; risks are being appropriately monitored and mitigated; and necessary improvements and reinforcements are being implemented. The Administrative Manager, in his capacity as Authorising Officer by Delegation has signed the Declaration of Assurance.

Information to the Commissioner

The main elements of this report and assurance declaration have been brought to the attention of the Management Committee of the BEREC Office.

The Annual Activity Report is a management report of the Management Committee of the BEREC Office. It is the main instrument of management accountability and constitutes the basis on which the Commission takes its responsibility for the management of resources and the achievement of objectives.

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IMPLEMENTATION OF THE ANNUAL WORK PROGRAMME OF THE BEREC OFFICE FOR 2013

Acronyms

AAR - Annual Activity Report

AD - Staff category: temporary agents - administrators

AST - Staff category: temporary agents - assistants

BEREC - Body of European Regulators for Electronic Communications

BoR - BEREC Board of Regulators

CA - Staff category: contractual agents

CN - Contact Network

EC - European Commission

ECA - European Court of Auditors

EP - European Parliament

EWG - BEREC Expert Working Group

FD - Framework Directive

HR - Human resources

IAS - European Commission Internal Audit Service

ICT - Information and Communications Technologies

MC - BEREC Office Management Committee

MS - European Union Member State

NRA - National Regulatory Authority

REGULATEL - Latin American Forum of Telecommunications Regulators

SNE - Seconded National Expert

TA - Staff category: temporary agents

WP - Work Programme (used as BEREC WP or BEREC Office WP)

I. Introduction

A. Legal context and procedure of preparing BEREC Office Annual Activity

Report

Article 47 of the BEREC Office Financial Regulation adopted by the Management

Committee Decision MC/2014/1 on 7 January 2014 specifies the content and procedure

of the preparation of the Annual Activity Report.

http://encyclopedia2.thefreedictionary.com/Information+and+Communications+Technologies

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As the Article 47 of the BEREC Office Financial Regulation shall apply from 1 January

2015, pursuant to Article 116 of the BEREC Office Financial Regulation, the Article 40

of the previous BEREC Office Financial Regulation adopted by the Management

Committee decision MC (10) 44 on 3 December 2010 applies. Pursuant to Article 40(1)

the authorising officer shall submit an annual administrative report to the Management

Committee on the performance of his duties. By no later than 15 June each year, the

Management Committee shall send the budgetary authority and the Court of Auditors an

analysis and an assessment of the authorising officer's annual administrative report on

the previous financial year. This analysis and assessment shall be included in the

annual activity report of the Office, in accordance with the provisions of the constituent

instrument.

This report has been prepared in accordance with Article 40 of the previous BEREC

Office Financial Regulation adopted by the Management Committee decision MC (10)

44 including, however, sections about the implementation of the annual work

programme, budget and staff resources as required by the Article 47 of the BEREC

Office Financial Regulation MC/2014/1 of January 2014.

B. BEREC and BEREC Office

The Office of the Body of European Regulators for Electronic Communications (referred

to as BEREC) and the Office (referred to as the “Office” or the “BEREC Office”) were

created within Regulation (EC) No 1211/2009 of the European Parliament and of the

Council of 25 November 2009, with the objective to increase the consistency in the

implementation of the EU regulatory framework and thus to improve the functioning of the

Single Market.

BEREC is composed of a Board of Regulators (referred to as BoR) consisting of the

Heads or nominated high level representatives of the 27 national regulatory authorities

(referred to as NRAs or NRA). BEREC advises the European Commission (referred to as

EC) and the NRAs, and assists the European Parliament (referred to as EP) and Council,

on issues related to the application of the EU regulatory framework for electronic

communications. BEREC will in particular help to ensure fair competition and consistency

of regulation in the internal market for electronic communications by providing expert

advice on market definitions, analysis and remedies, definition of trans-national markets,

cross-border disputes and numbering issues.

BEREC is supported by the BEREC Office. The Office is established as a European

Union Body with legal personality within the meaning of Article 185 of the Financial

Regulation. The BEREC Office is comprised of a Management Committee (referred to as

MC) and an Administrative Manager. The Office is managed by the Administrative

Manager under the supervision of the MC. The MC is composed of the same Heads of

the 27 NRAs as the BEREC BoR and a representative of the European Commission

(further referred to as EC).

The BEREC Office is structured as follows:

Programme Management Unit

Administration and Finance Unit

Executive Support

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Following the application by the Government of the Republic of Latvia to host the seat of

the BEREC Office, on 31 May 2010 the Representatives of the Governments of the EU

Member States (referred to as MS or MSs) took unanimous decision to locate the BEREC

Office in Riga. With staff up to 28, the Office is financed by a subsidy from the European

Union and financial contributions from Member States or from their NRAs made on a

voluntary basis.

C. General tasks of the BEREC Office in the context of the Electronic

Communications Regulatory Framework

As provided by Article 6 of the BEREC Regulation, the Office performs its tasks under the

guidance of the BoR and has to:

Provide professional and administrative support services to BEREC;

Collect information from NRAs and exchange and transmit information in relation to

the role and tasks set out in Articles 2(a) and 3;

Disseminate regulatory best practices among NRAs, in accordance with Article 2(a),

Assist the Chair in the preparation of the work of the BoR;

Set up Expert Working Groups (referred to as EWG or EWGs), upon request of the

BoR, and provide support to ensure the smooth functioning of those Groups.

D. Specifics of the BEREC Office work in 2013

In 2013 the setting-up of the BEREC Office continued. Two priority areas were defined in

the Office 2013 Work Programme: a) enhancing the quality of support provided to

BEREC; b) further improving the efficiency and capabilities of internal administration.

The activities of the BEREC Office in 2013 were divided into 3 main categories:

Support to implementation of the BEREC Work Programme

Horizontal Activities

Administrative functions and activities of the BEREC Office

The BEREC Office in 2013 made a significant effort in order to further improve the

efficiency and capabilities of internal administration. Although improvement of the internal

administration was identified as a priority area in the 2013 Work Programme, extra

emphasis was put on addressing in a timely manner the number of observations from the

European Court of Auditors (referred to as ECA) from its audit of the annual accounts for

the financial year 2012 and the findings of the EC Internal Audit Service (referred to as

IAS) from its 2013 limited review of the implementation of Internal Control Standards. In

order to achieve the improvements in administration and budget implementation, several

important projects were initiated with involvement of external consultants Deloitte

Consultants under the EC framework contract. Additional financial resources were

transferred to and man-hours allocated to the activities addressing the observations of the

ECA and the findings of IAS.

The measures taken in 2013 resulted in improved administrative capabilities.

The other priority area in 2013 - providing quality support to BEREC was maintained. The

number of Framework Directive (referred to as FD) Art.7/7a cases increased in 2013 and

relevant support was provided to all Art.7/7a Expert Working Groups (referred to as

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EWGs). Despite of the fact that some operational administrative resources had to be

diverted to supporting internal administrative initiatives and the Office did not succeed

with fully recruiting all seconded national expert positions (referred to as SNEs) in the

Programme Management Unit.

As per 31 December 2013 the BEREC Office had 25 employees. In 2013 6 recruitment

procedures, which were initiated in 2012 were finalised. Colleagues for 2 AST positions

and 3 CA positions were employed and one SNE position was filled for a short period of

two months. In addition to the recruitment procedures initiated in 2012 and finalised in

2013, two further recruitments were initiated in 2013 with the employment of the posts

expected in 2014. Not all vacancies could be filled by the end of 2013 due to the

continued difficulties with attracting the candidates for the SNE and CA positions.

The BEREC Regulation requires that the MC adopts the BEREC Office Work Programme

(referred to as WP) for the following year by 30 September. Accordingly, the Office WP

2013 was adopted in September 2012. The BEREC Work Programme 2013 was finalised

and adopted much later in December 2012. The Office WP 2013 was updated in January

2013 with updated budget allocation between the BEREC Office main activities based on

the Budget 2013 as approved by the Budgetary Authority in the end of 2012 and the MC.

The Office WP 2013 was also updated with addition of two financing decisions.

II. Implementation of the BEREC Office annual work

programme 2013

II.1. Support to implementation of the BEREC Work Programme

2013

1.1. Introduction - Contribution to the topics of BEREC Work Programme 2013

BEREC Office activities have been related closely to the BEREC Work Programme

(referred to as BEREC WP) and are driven by the BEREC WP.

In 2013 BEREC identified three main themes for its 2013 WP, respectively focusing on

infrastructure (boosting the roll-out of next generation networks), consumers (consumer

empowerment and protection) and services (boosting the internal market). Activities

outside the three priority areas were classified under a fourth theme (other internal or

external activities).

Theme A: Boosting the roll-out of next generation networks

Theme B: Consumer empowerment and protection

Theme C: Services: boosting the internal market

Theme D: Other internal and external activities

The category of activities in the BEREC Office WP 2013 “Support to implementation of

the BEREC Work Programme” covers the tasks related to the BEREC WP 2013.

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1.2. Setting up and providing support to the BEREC Expert Working Groups

Setting-up or supporting EWGs is an activity contributing directly to the implementation of

the BEREC WP 2013. This task follows the BEREC Regulation, article 6 (2) item 5.

Priorities:

Setting up of EWGs;

Providing administrative, professional and logistical support to the BEREC EWGs;

Data collection from NRAs on request of EWGs;

Assistance to the EWGs in preparation of BEREC documents;

Managing public consultations, public procurement procedures for research studies

and/or cooperation agreements

Managing changes.

Status, Results:

The 11 BEREC EWGs as specified by the decision of the BoR for the implementation

of the BEREC WP 2013 were set up by the BEREC Office at the beginning of the year

2013 and confirmed in the 14th meeting of the BoR;

All 11 BEREC WP 2013 EWGs established by BEREC at the beginning of 2013 were

given professional and administrative assistance in accordance with their needs,

assistance in compiling the reports;

Three EWG meetings were organised in the BEREC office premises in Riga, most of

the BEREC EWG meetings took place in Brussels. The BEREC Office experts

supporting the EWG meetings were regularly travelling from Riga to Brussels.

In 2013 the travel of 676 BEREC experts related to 81 BEREC EWG meetings was

supported;

BEREC Office provided support to two BEREC public consultations and collected the

submissions from the stakeholders;

Two public workshops were organised by the Office (End Users EWG Accessibility

Workshop, Framework Implementation EWG workshop on Machine to Machine

communications) and several others supported by the Office in 2013: Network

Neutrality EWG Quality of Service workshop; Next Generation Network EWG

workshop “Emerging Challenges in NGN networks: Effective regulation in an NGA

environment”; BEREC workshop on a harmonised cooperation process regarding Art

28(2) of the US Directive; Next Generation Network EWG workshop on IP

interconnection; Next Generation Network EWG workshop on bit stream/VULA

products. The Office also took responsibility for the related procurement of services.

BEREC Office prepared the open tender for the BEREC study “Ecosystem Dynamics

and Demand Side Forces in Net Neutrality: developments from a consumer

perspective”

1.3. Activities of the BEREC Office under Articles 7 and 7a Framework

Directive

These tasks assigned to the BEREC Office include the monitoring and registering of all

notified national measures and Commission’s comments; set-up of BEREC EWG’s for the

preparation of BEREC Opinions in Phase II; coordination of the work of the Phase II

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EWG’s; participation in this work when required; regular reports to the BoR on the

outcome and to identify possible weaknesses and points for improvement.

Priorities:

Keeping track of all notifications from the NRAs under Article 7/7a of the Framework

Directive and ensuring that an access point is available for receiving the draft

measures.

Keeping an internal record of all notifications under Article 7 Framework Directive,

including the Commission's comments and the outcome of each case.

Establishing and coordinating of Art. 7/7a Expert Working Groups for the purpose of

preparing BEREC's opinions, in accordance with Article 13 of the Rules of Procedure

of Board of Regulators and in particular in the second phase of the Article 7/7a cases.

Reporting regularly to the Board of Regulators the outcome of Article 7/7a Phase II

cases, together with a record of each NRA’s participation in art. 7/7a EWGs either as

members or Rapporteurs with the purpose of enhancing BEREC’s procedures.

Establishing a database for all Phase II cases under Articles 7/7a of the Framework

Directive.

Ensuring the quality and consistency of the final draft BEREC Opinions in particular

with regard to style and format.

Status, Results:

Regular tracking of all FD Art. 7/7a notifications from the NRAs and the comments of

the Commission was continued;

Phase II EWG was established for each case when Commission opened a Phase II

investigation. Twelve ad hoc Art.7/7a BEREC EWGs were set-up for Phase II cases in

2013. Work on two Phase II cases from 2012 continued at the beginning of 2013;

Each Phase II EWG received the support and coordination needed for their work and

was able to prepare a draft Opinion for the approval of the BoR;

In 2013 the travel of 77 BEREC experts related to 18 ad hoc Art.7/7a BEREC EWG

meetings was supported;

Simple database of FD Art.7/7a focal points, rapporteurs and experts was maintained;

The outcome of the Phase II cases was regularly reported to the BoR;

The draft BEREC Opinions were proof-read by the BEREC Office Programme

Management Unit team members with regard to style and format and the best effort

corrections were proposed given the extremely short time frame.

Activities not finalised in 2013 (carry-forwards):

The development of Article 7/7a data base has been planned as a functionality within

BEREC collaboration platform with the purpose of processing and sharing of data with

the BEREC Community. The technical specification for the public tender was

prepared in 2013, however, the launch of the public procurement for the purchase and

implementation of BEREC collaboration platform was unfortunately delayed due to the

timing conflict with the other large public procurement of the Network Neutrality

Ecosystem market study.

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1.4. Collection, exchange and transmission of information and best practices

To support BEREC in promoting a consistent regulatory approach, the BEREC Office has

been assigned the responsibility to collect information from NRAs, to exchange and

transmit data in relation to the BEREC role and tasks as specified in BEREC Regulation

Articles 2(a) and 3.

Priorities:

Collection of market data from the NRAs on request of BEREC;

Exchange and transmission of information, promoting exchange of best practices and

expertise.

Status, Results:

In 2013 the Office carried forward the regular data collection initiatives for the

purposes of the BEREC reports, among them the International Roaming Benchmark

Data Reports for July – December 2012 and January – June 2013; Benchmarking

data collections for fixed, mobile and SMS termination rates as of 1 January 2013 and

1 July 2013;

As preparation for the public tender of BEREC collaboration platform (Intranet)

technical tender documentation was prepared together with the NRA experts.


The launch of the public procurement for the purchase and implementation of BEREC

collaboration platform was unfortunately delayed due to the timing conflict with the

other large public tender of the Network Neutrality Ecosystem Dynamics and Demand

Side market study and due to the limited project management resources in the Office

to run both procurements in parallel.

II.2. Horizontal activities

BEREC Office performed a number of other support activities in addition to the tasks

related to the implementation of the BEREC WP. These activities were titled as horizontal

activities.

2.1. Providing assistance & executive support to the Chair and Vice-chairs of

the Board of Regulators and the Management Committee in fulfilling their

responsibilities

The provisions of Article 4 (11) and Article 6 (2) of the BEREC Regulation state that the

Office shall provide administrative and professional support services to BEREC, including

by assisting the Chair in the preparation of the work of the BoR.

Priorities:

Preparing all documents for organising the procedure for election of the Chair for

2015 and Vice-chairs of the Board of Regulators and the Management Committee for

2014;

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Providing assistance to the Chair of the Board of Regulators and the Management

Committee when need would be to organise an electronic vote, summarising the

results from the electronic vote and in case of significant divergences of the opinions,

supporting the Chair in resolving the open issues;

Providing support to the Chair and Vice-chairs of the Board of Regulators and the

Management Committee in representing BEREC and BEREC Office in international or

other representative events;

Assisting the Chair of the Board of Regulators in preparing the BEREC Newsletter as

agreed during the 9th meeting of the BoR (8-9 December 2011, Bucharest) and

supporting him upon request in his communications activities;

Providing support in the organisation of the public debriefings after the Plenary

meetings of the Board of Regulators and the Management Committee or public

hearings held by BEREC;

Assisting the Chair for 2012 with the preparation of the draft annual report on the

activities of BEREC; and

Coordinating the drafting of the annual report on the developments in the electronic

communications sector for year 2012 in cooperation with the Chair’s Office and all

BEREC Expert Working Groups.

Status, Results:

Following the resignation of the elected Chair 2014 in the beginning of 2013, the

Office provided support for the election procedure of the Chair 2014 held 15th

meeting of the BoR and the MC (6-7 June 2013, Athens);

The Office provided support for the election procedure of the Chair for 2015 and Vice

Chairs of BoR and MC for 2014 before and during BEREC 17th meeting of the BoR

and the MC (5-6 December 2013, Budapest);

BEREC Office has assisted the incoming Chair in the preparation of the 2014 BEREC

Work Programme, including the management of the public consultation of the draft

Work Programme, as well as in the set-up of the Expert Working Groups for 2014;

The set-up of the EWG’s was initiated immediately after the adoption of the PRD’s for

the implementation of the 2014 WP in December 2013;

Upon request the Office has provided assistance to the BEREC Chair in handling the

electronic voting procedures organised during 2013;

The Office provided logistical support to the Chair and Vice Chairs in their role of

representing BEREC in respect to more than 20 events within the EU and 7

international venues;

Logistical support was provided with organising all four BEREC Plenary debriefings in

Brussels and with organising the public hearing of the draft BEREC WP 2014;

BEREC Annual report 2012 and the annual report on the developments in the

electronic communications sector for year 2012 were prepared and published with the

support of BEREC Office.


No further initiatives in respect to the BEREC Newsletter were undertaken by BEREC/

BEREC Office in 2013 after the Office developed a template of a BEREC newsletter

and prepared 2 pilot editions in 2012.

MC (14) 66


2.2. Providing administrative & professional support for the Board of

Regulators and the Management Committee Plenaries and to the Contact

Network meetings

According to Article 4(6) and Article 7(1) of the BEREC Regulation the BoR and the MC

shall have at least 4 ordinary Plenary meetings per year, which shall be convened by the

Chair(s).

Priorities:

Providing administrative and professional support for the Board of Regulators and the

Management Committee Plenary meetings;

Providing administrative and professional support in the organisation and preparation

of the Contact Network meetings;

Processing the applications for reimbursement of the travelling expenses for the

Plenary, Contact Network and Expert Working Groups’ meetings;

Providing updated guidelines/tips for hosting BEREC events.

Status, Results:

The Office was involved in the process of preparing all four ordinary quarterly BoR

and the MC meetings. The Chair was supported in the preparation of the draft agenda

and communication of the draft agenda and other related draft documents to meeting

participants. The Office drafted the meeting conclusions, the minutes of the meetings

and the list of the follow-up actions. The support also included registering all meeting

documents and publishing the final documents approved for publication;

Latvian NRA SPRK organised the 16th Plenary meeting of the Bor and the MC in Riga

in September 2013. The BEREC Office was co-hosting the Plenary;

The same level of support except for debriefings was provided to all four Contact

Network (further referred to as CN) meetings preparing the work of the BoR and the

MC;

BEREC Office processed in 2013 reimbursements of the travelling expenses to 209

participants of the ordinary Plenary and CN meetings;

The procedure of the reimbursement of the travel expenses to the participants of the

BEREC Plenary and CN meetings and to the participants of the BEREC EWG

meetings was reviewed in May/June 2013 and streamlined in order to speed-up the

reimbursement payments and be in line with the Financial Regulation;

The BEREC Office provided methodological support to the NRAs hosting Plenary or

Contact Network meetings in 2013 when needed. The BEREC Office provided them

with updated guidelines/tips for hosting Plenary/Contact Network meetings and

templates and arranged the registration of all meeting participants which has led to

reducing the administrative burden for the meeting hosts.

2.3. Ensuring transparency and accountability of the work of BEREC and its

Office

According to the establishing Regulation BEREC and the BERE Office have to carry out

their activities with a high level of transparency and has to ensure that the public and any

interested parties are given objective, reliable and easily accessible information in relation

MC (14) 66


to the results of its work. The transparency requirement includes the obligation of

providing public access to its documents.

In addition to that in Decision BoR (11) 37 BEREC states its willingness to enhance as far

as possible the dissemination of its expertise and to establish confidence in its

capabilities including the transparency of its procedures and methods of work, and its

diligence in performing its tasks.

BEREC Office is undertaking the responsibility for managing all documents created in the

course of the BEREC activities and for ensuring maximum transparency of BEREC’s

work in compliance with the legislation in force.

Priorities:

Maintaining the public register of the BEREC/BEREC Office documents;

Maintaining the BEREC Internet website;

Ensuring transparency and efficiency of the internal procedures of BEREC and its

Office.

Status, Results:

The BEREC/BEREC Office public document register is maintained on the BEREC

public web page http://berec.europa.eu. The public document register is maintained

only in the electronic format on the website;

The provisions of Article 7 of Decision BoR (10) 26 and Article 7 of Decision MC (10)

28 request the BEREC Office to facilitate access to documents by providing the public

with access to an electronic register of documents as soon as possible, which has to

cover all categories of documents issued by the Board of Regulators and the BEREC

Office.

The public register was put into operation on 1 August 2012. Since this date all newly

created BEREC documents have been registered in it.

Furthermore, the Office was requested within 1 year from the putting into operation of

the register to register all old BEREC and MC documents in the register. In 2013 the

Office succeeded to register all documents which were not registered at the moment

of putting the register into operation.

At the end of December 2013 the public register of BEREC and BEREC Office

documents contained 1375 documents drawn up or addressed to BEREC, 669

documents drawn up or addressed to BEREC Office and 11 documents drawn up by

the Contact Network.

The number of BEREC and BEREC Office documents covers also documents drawn

up after the putting into operation of the register and all historical files transferred to

the BEREC Office by the Commission and the IRG Secretariat.

The tender for the contract renewal of BEREC website hosting and further

development was launched in December 2012 and finalised in 2013;

http://berec.europa.eu/

MC (14) 66


Technical tender documentation was prepared together with the NRA experts in

November 2013 for the public tender of BEREC collaboration platform (Intranet).

Activities not finalised in 2013 and considered in future Work Plans:

Tender for the contract renewal of BEREC website hosting and further development,

which was finalised in February 2013 foresaw improvements of functionalities for

meeting registration and for the access of the web site of citizens with disabilities.

Also improved administration of BEREC public document register was planned. The

service provider who offered the best value for money in its offer continued hosting,

but completely failed to further develop the website. The service provider was notified

in the end of 2013 about the discontinuation of the service contract in 2014. The

further development of the public website is considered together with the procurement

of the BEREC collaboration platform;

The launch of the public procurement for the purchase and implementation of BEREC

collaboration platform was planned in 2013, but unfortunately delayed due to the

timing conflict with the other large public tender of the Network Neutrality Ecosystem

Dynamics and Demand Side market study and due to the limited project management

resources in the Office to run both procurements in parallel.

2.4. Other horizontal support activities of the Office

Priorities:

Providing support in improving the quality of BEREC documents;

Providing support to BEREC’s international activities;

Receiving, coordinating and managing the requests on advice and assistance;

Relationship management with EU institutions, stakeholders and civil society;

Establishing and maintaining of an intranet for distribution of documents between

BEREC members and for knowledge management.

Results:

With the objective of further improving the quality of BEREC documents and

harmonising their format the BEREC Style Guide was prepared and presented during

the 15th BEREC Plenary meeting in June 2013. Based on the adopted Style Guide the

templates for different types of BEREC/ BEREC Office documents were prepared;

The BEREC Office organised regular proof-reading of BEREC and BEREC Office

documents;

In 2013 the BEREC Office organised the participation of BEREC members in seven

international meetings, the most important of which were the following: the 4th

Ministerial conference on information society with Latin America and the Caribbean’s

(3-5 April 2013, Montevideo), the BEREC-REGULATEL summit (2-3 July 2013,

Warsaw), BEREC Study trip to the US (14-19 October 2013, San Francisco), the

BEREC-REGULATEL summit (2-3 July 2013, Warsaw), the REGULATEL XVI plenary

meeting (29-31 October 2013, Cartagena) and others. The BEREC Office reimbursed

the expenses of 24 BEREC members for their participation in BEREC international

events;

The BEREC Office hosted the 1st BEREC Stakeholder Forum meeting, which was

organised on 25 September 2013 back-to-back with the 16th BEREC plenary meeting

in Riga. The event was attended by 140 participants from 55 different organisations

MC (14) 66


and was assessed by the stakeholders and the BEREC community as a very

successful one.

Info enquiries from market players, citizens and other “third parties” were answered.

As the majority of info requests were sent by e-mail also the answers were sent by e-

mail.

In 2013 the BEREC Office organised three meetings with the Commission on the

Connected Continent initiative (on 24 June, 4 October and 11 December 2013) and

reimbursed the expenses of 47 BEREC members for participation in these meetings.

The BEREC Office provided support to the 3 meeting of the Task Force established

on an ad hoc basis by the Athens plenary (June 2013) to investigate the reasons for

the critical reports issued by the European Court of Auditors and the Commission

Internal Audit Service. The BEREC Office reimbursed the expenses of 20 persons for

their participation in the Task Force meetings.

II.3. Administrative functions and activities of the BEREC Office

In year 2013 the BEREC Office continued to build up and strengthen its administrative

structures, and organise itself in its premises in Riga.

Significant effort was made in 2013 in order to further improve the efficiency and

capabilities of internal administration. Extra emphasis was put on addressing in a timely

manner the number of observations from the ECA from its audit of the annual accounts

for the financial year 2012 and the findings of the IAS from its 2013 limited review of the

implementation of Internal Control Standards. In order to achieve the improvements in

administration and budget implementation, several important projects were initiated with

involvement of external consultants Deloitte Consultants under the EC framework

contract. Additional financial resources were transferred to and man-hours allocated to

the activities addressing the observations of the ECA and the findings of IAS.

The measures taken in 2013 resulted in improved administrative capabilities.

3.1. Premises and IT infrastructure

Priorities:

Renewal of software licences and renewal of service provision contracts for ICT,

security and postal services;

Further procurement of IT-equipment and furniture, insurance for equipment;

Installation of licences with enhanced capabilities and IT-infrastructure.

Results:

Most of the planned premises and ICT related procurements finalised and service

contracts signed with a renewability clause;

Full inventory of the BEREC Office assets finalised in August 2013;

Licences for the usage of Cisco videoconferencing application were purchased in

June 2013;

Software licences for server and workplaces were renewed in April 2013.

MC (14) 66


3.2. Human resources management

Priorities:

The recruitment of staff was planned to be completed by the end of 2013 with the

recruitment of 28 staff in total. The new recruitments concerned the replacements for

turn-overs, including the end of the secondment of national experts.

Preparation of Training Plan 2013 and implementation through the year.

Preparation of Multi-annual Staff Policy Plan 2014-2016.

Results:

Finalising the recruitment of 28 staff in total was unfortunately not fully implemented.

For more details see section IV. Implementation of the BEREC Office staff resources.

Sixteen EC Staff Implementing rules were prepared in November-December 2013 for

the adoption in the BEREC Office by analogy. The implementing rules were adopted

by the MC in January 2014

Training Policy was adopted in August 2013;

Training Plan 2013 was implemented partially due to the resignation of one staff

member responsible for the administrative support to the trainings and a long term

sick leave of the other;

Draft Multi-annual Staff Policy Plan 2014-2016 adopted by the MC in January 2013

and an updated version submitted to EC in March 2013.

3.3. Budget, finance and accounting

The area of intense work in 2013 with the objective to address the observations of the

ECA and the findings of IAS

Priorities:

Following sound financial management both for 2013 budgets and accounts,

adequate reporting and budget follow-up, accurate and timely payments;

Finalising 2012 accounts and submitting them to relevant institutions (Court of

Auditors, Commission, Budgetary Authority);

Estimating budget for 2014 was submitted to the MC approval during its 14th Plenary

meeting and to the EC in March 2013;

2012 Annual Accounts and reporting on budget 2012 finalised;

Implementation of budget 2013 with timely payments, close monitoring and regular

status reporting.

Results:

For the results of budget management see section III. Implementation of the BEREC

Office budget 2013;

The draft budget 2014 was submitted to the MC approval during its 14th Plenary

meeting and forwarded to the Commission at the end of Q1 2013;

Provisional accounts 2012 were forwarded in March and the final accounts 2012 were

forwarded at the beginning of July 2013;

Preparation in December 2013 for the audit of the Court at the beginning of 2013;

Preparation and signing of the contract with a new bank based on the

recommendations from ECA;

MC (14) 66


Regular monthly budgetary performance assessments continued.

Projects with the support of the Deloitte Consultants with the goal of improving

administrative capabilities and budget implementation:

o Implementation of the Activity based budgeting and costing principles;

o Development of the BEREC Office Accounting Manual;

o Development of the BEREC Office Financial Manual;

o Analysis of potential efficiency gains in the BEREC Office operations, Part 1;

The measures taken in 2013 resulted in improved budget implementation.

Budget implementation rate (commitment appropriations) in 2013 was 89,53% as

compared to 88,54% in 2012;

Execution rate of payment appropriations in 2013 was 76,57% as compared to

66,16% in 2012;

De-commitment of committed appropriations carried over from 2012 to 2013 was 28%

in 2013 as compared to 45% in 2012;

Appropriations not used in 2013 were 15% in 2013 as compared to 17% in 2012;

Carry-over of commitment appropriations from 2013 to 2014 were EUR 461,983 (13%

in 2013 as compared to 19% in 2012).

For further details on budget implementation see section III. Implementation of the

BEREC Office budget 2013

3.4. Legal services, Procurement and General administration

Priorities:

Providing legal advice for Office contract management and public procurement in

order to ensure compliance with applicable legal rules and regulations;

Tendering and procuring the office equipment (e.g. furniture, ICT equipment) and

services (e.g. security, postal services);

Data Protection;

Legal assistance to BEREC upon request.

Results:

Procurement plan was followed. The most complex and time consuming

procurements in 2013: Open tender for event management in Brussels and Riga in 2

Lots – finalised in July 2013; Interim Services tender – prepared in December 2013;

open tender for BEREC Net Neutrality EWG Ecodem study - launched in December

2013.

Significant number of contracts in 2013 were prepared and signed as renewable,

which significantly reduced the burden of preparing new procurements;

The BEREC office in 2013 actively enrolled itself in the EC framework contracts with

the goal of reducing the burden of own procurements;

Data Protection: inventory of processing operations of personal data was put in place

in July 2013.

3.5. Relations with the Republic of Latvia

Priorities:

MC (14) 66


Further development of good working relationship with the relevant bodies of the

Latvian Government (Ministry of Transportation, Ministry of Foreign Affairs, and

Ministry of Education and Science).

Results:

Participation of the BEREC Office management and representing of the organisation

on the official venues or receptions organised by the President of Latvia, the Latvian

Government or Riga Municipality.

3.6. General managerial activities

Priorities:

Maintaining organisational values and organisational culture:

Managing operational planning and performance assessment

Authorising Officer's Annual Administrative Report 2012 (referred to as AAR):

preparing draft for assessment by MC on its 15th Plenary meeting;

BEREC Office Activity Report 2012: assisting MC in preparing Activity Report for

adoption on Plenary 2.

Preparing the draft Office WP 2014 and submitting to the Management Committee.

Consolidating risk management plans together with auditing bodies and implementing

accordingly through 2013.

Results:

BEREC Office ethical principles document adopted in July 2013;

Team event for BEREC Office staff and family members organised by the BEREC

Office Staff Committee in August 2013;

Authorising Officer's Annual Administrative Report 2012 (AAR) was prepared for the

assessment by MC on its 15th Plenary meeing in June 2013;

Draft BEREC Office Activity Report 2012 was prepared for the Plenary 2 and adopted

by the MC during the 15th Plenary meeting in June 2013;

Draft Office WP 2014 was prepared in June and adopted by the MC in September

2013;

A contract with the Deloitte Consultants was signed in December 2013 in order to

support the BEREC Office with developing a comprehensive Business Continuity

Plan, preparation of which would include assessment of risks and the establishment

of a systematic risk management process.

MC (14) 66


III. Implementation of the BEREC Office budget 2013

III.1. Initial and amended budget 2013

The initial Budget of the BEREC OFFICE for 2013, as adopted by the Management

Committee of the BEREC OFFICE (hereinafter, MC) and approved by the Budgetary

Authority in 2012, was 4,496,676.08 EUR1 including:

(a) “fresh” contributions in year 2013 with the total value of EUR 3,768,696 including:

o EUR 3,165,705 under Titles 1&2 and

o EUR 602,991 under Title 3;

(b) European Community assigned revenues deriving from previous years' surpluses

(surplus from financial year 2011: EUR 353,231 under Titles 1&2 plus EUR 69,225

under Title 3 = 422,456 EUR)

(c) Contribution from EFTA Member States: calculated at 2,8% of the 2013 budget with

the total value of EUR 105,524, including:

o EUR 88,640 under Titles 1&2 and

o EUR 16,884 under Title 3;

(d) Estimated voluntary contribution from the NRAs of the EU Member States in

accordance with Article 5(2) of the BEREC Regulation: forecasted in draft 2013

budget with not more than EUR 200,000.

On 30 July 2013 a preparation of an Amending Budget (hereinafter, AB) was proposed to

the MC and on 21 August 2013 to the Commission to adapt it to the Office's actual

expenditures during its third year of set-up. The mandate was given to the Office to

prepare the AB to be submitted for approval by the MC via electronic voting.

Amending Budget 1/2013 as detailed below was adopted by the MC on 13 August 2013

by Decision MC/2013/6.

Table I of Annex 3 presents the Budget 2013 in terms of appropriations for revenue

indicating the amendments of the AB 1/2013.

EXPENDITURE 2013

In year 2013 the BEREC Office made 19 transfers of appropriations within the limits

allowed to Administrative Manager based on Article 23(1) of the Decision MC (10) 44 of

the MC on the BEREC Office Financial Regulation:

1 In January 2012 the BEREC Office submitted a draft budget of EUR 4,490,865. The following

changes had to be taken into account at the beginning of 2013: a) in April 2012 Commission decreased EU contribution from EUR 4,261,135 to 4,192,879 (-1.6%); b) in June 2012, based on the recommendations from the Court of Auditors, the Office corrected the estimate for 2011 surplus from EUR 424,183 to 422,456 (-0.4%); c) on 7 January 2013 the Commission communicated that a ratio of 2.8% of the 2013 budget has to be used for the calculation of EFTA contribution instead of the previous ratio of 2.6%. With the increase from 2.6% to 2.8%, the EFTA contribution increased from EUR 99,761 to 105,524. The MC approved the updated budget of EUR 4,496,676.08 during its plenary meeting on 8 March 2013.

MC (14) 66


The Administrative Manager may make transfers from one chapter to another and from

one article to another without limit and from one title to another up to a maximum of 10%

of the appropriations for the financial year shown on the line from which the transfer is

made.

All above transfers were made within Titles 1, 2 or 3 respectively.

In addition to above 19 transfers, on 8 May 2013, in compliance with Article 23 (2) of the

BEREC Office Financial Regulation MC (10) 44, the BEREC Office Administrative

Manager submitted to the MC a proposal for a transfer of appropriations from Titles 2 to

Title 3. The proposed transfer was adopted by the MC on 29 May and authorised by the

Commission on 11 June 2013.

The table I. in Annex 3 presents the Budget 2013 in terms of commitment appropriations

indicating the amendments resulting from the Amending Budget AB 1/2013 and the

transfers by the BEREC Office among various budget items.

III.2. Budget 2013 – rate of implementation

The budget execution of the BEREC Office is calculated as the 2013 C1 and C4 credits in

commitment appropriations.

Annex 3 presents the implementation of the budget as follows:

Table II – Revenues

Table III –Commitment appropriations overview incl. carry forwards from 2012 (C8),

“fresh” credits in 2013 (C1) and administrative operations 2013 (C4)

Table IV: Commitment appropriations implementation by title and budget line

Table V: Commitment appropriations overview incl. “fresh” credits in 2013 (C1) and

administrative operations 2013 (C4), excl. carry forwards from 2012 (C8)

Table VI: Payment appropriations overview incl. carry forwards from 2012 (C8), “fresh”

credits in 2013 (C1) and administrative operations 2013 (C4)

Table VII: Payment appropriations implementation by title and budget line

Table VIII: Payment appropriations overview incl. “fresh” credits in 2013 (C1) and

administrative operations 2013 (C4), excl. carry forwards from 2012 (C8)

MC (14) 66


III.3. Budget 2013 – Commitment and Payment Appropriations

carried-forward

The budget execution of the BEREC Office is calculated as the 2013 C1 and C4 credits in

commitment appropriations.

Table IX of Annex 3 presents carry-over from 2013 to 2014.

There are 3 primary reasons for the budget of previous year (C1 and C4) to be carried

over (to C8 and C5 accordingly):

payments for services where invoices are arriving only in the next financial year (most

of them in January, but there are examples about invoices arriving in Q2 or even Q3

of the next year);

payments, which are due to in year 2013, but have not been finalised by the end of

year (example: reimbursements to experts not fully finalised by the end of December

2013);

contracts, which do not end in December 2013. The relevant budgetary commitment

for a particular contract has to be carried forward into the next year (proportion of

contract payments due in new year).

The C8 2014 budget should be consumed as soon as possible and the resources not

used to be de-committed. C8 2014 budget cannot be carried forward for the second year.

The budget not executed by end of 2013 and de-committed will not automatically reduce

2014 budget by a similar amount. However, DG BUDGET has applied penalties of -2%

reductions for budgets, which are executed below 95%.

Carry-over of appropriations (461,982.80 EUR) relates to:

Title 1: Staff related costs such as:

reimbursements to the recruitment candidates;

staff missions;

medical examinations (SLA with Medical Service of the Commission);

training (external contractors and SLAs with the Commission and the European

Administrative School) - some invoices for trainings organised by Commission

services not yet received;

SLAs (PMO fees for calculation of salaries, allowances, candidates’ reimbursements,

translations for the BEREC Office needs) and contracts with external contractors (e.g.

SNE’s insurance, consultancy projects on development of HR processes, knowledge

management platform, business contingency plan, efficiency analyses, support in

preparing tender for interim staff) started and/or executed in 2013, for which

calculations and invoices will arrive in year 2014.

Title 2: General administration of the Office:

premises’ rentals, utilities, security services - rental payments in 2013 started only in

September 2013, execution only for one quarter. New security contract signed in

MC (14) 66


October 2013, therefore most of the commitments are carried-over to 2014 in

proportion to the payments forecasted in 2014;

IT–purchases and related services, for which contracts were signed and/or services

rendered in 2013, but invoices will arrive in 2014;

communication costs - all amounts related to new contracts, which are signed in

October – December 2013, therefore most of the budget is carried-over;

postal costs - services rendered in 2013, but invoices will arrive in 2014.

Title 3: Operational activities such as:

translations for BEREC needs (late invoices);

organisation of events held in December 2013 and reimbursement of

participants/experts to Expert Working Groups, the 17th CN meeting, the 17th Plenary

meeting of the BoR and the MC, ad-hoc meetings, workshops, international and

BEREC events and other operational meetings - expert reimbursements have a

processing cycle of 1,5 - 2 months after the meeting, reimbursements for November

and December 2013 meetings are carried-over to 2014;

the costs of developing, hosting and maintaining the BEREC public web site –

amounts for contract were carried-over, the payment to the contractor will be reduced,

because no development works have been done with the website. Remaining

amounts will be de-committed.

The carry-over of 461,982.80 EUR represents a percentage of 14.50% of total

established commitments in 2013 which amount to 3,185,562.73 EUR.

IV. Implementation of the BEREC Office staff resources

IV.1. BEREC Office staff policy: recruitments and staffing

As per 31 December 2013 the BEREC Office had 25 employees.

On 31 December 2012 the BEREC Office had 6 vacancies out of authorised 28 positions

(21%). The job offers for 2 vacant AST3 positions, however, had already been sent out in

October 2012. The BEREC Office finalised in 2013 6 recruitment procedures, which were

initiated in 2012 and employed team members for 2 AST positions, 3 CA positions and

filled one SNE position for a short period of two months. In addition to the recruitment

procedures initiated in 2012 and finalised in 2013, two further recruitments were initiated

in 2013 with the employment of the posts expected in 2014.

The 3 vacancies (11%) in the end of 2013 were due to the resignation of one CA staff,

end of the secondment of one SNE in the middle of 2013 and due to the difficulties with

filling the 2 vacant SNE positions. One of the 2 SNE vacancies in Programme

Management Unit could be filled only with short two month secondment.

Further to the three vacancies on 31 December 2013, one SNE secondment was coming

to an end on 31 December 2013 and one temporary agent contract coming to an end in

January 2014.

MC (14) 66


BEREC Office organisational chart at 31.12.2013 is in ANNEX 1.

Staff establishment plan 2013 is in ANNEX 2.

BEREC Office monthly recruitment and staffing in 2013.

V. Internal control systems and audit

V.1. Internal Audit

The BEREC Office does not have an Internal Audit Capability (IAC). The internal auditing

function of the Office is performed by the Commission's Internal Auditor (Internal Audit

Service – IAS) in accordance with Article 14 of BEREC Regulation and applying all

relevant requirements for ICS 16.

Following the IAS Strategic Audit Plan 2013 – 2015 for the BEREC Office, which was

approved by the MC on 7 December 2012 during its 4th Plenary 2012, the IAS conducted

the Limited Review of the Implementation of the Internal Control Standards in the BEREC

Office in March 2013.

The Final Report of the Limited Review was forwarded to the BEREC Office on 28 June

2013 and covered the 16 Internal Control Standards. The IAS identified 18

recommendations, one rated 'Critical', four 'Very Important' and 13 'Important'.

In its recommendations the IAS considered it critical to improve and strengthen the

budget implementation. The Internal Control Standards to be addressed as very

MC (14) 66


important were: a) formalising the process of preparing the Annual WP and enhancing

annual WP's content; b) establishing and implementing a systematic risk management

process; c) improving key management supervision tools and d) implementing proper

Information Security controls. The other recommendations addressed Internal Control

Standards of ethical conduct and awareness; recruitment procedure; training policy; staff

appraisal procedure; procurement planning and monitoring; sensitive functions, review

process for key procedures, exceptions reporting, notifications of data processing to

EDPS; document management, validation of accounting systems, building blocks

supporting the Declaration of Assurance.

The BEREC Office took into consideration each individual point under the 18

recommendations and defined an action plan, which was further consulted and agreed

with the IAS. The IAS recommendations were addressed by the BEREC Office in the

order of their criticality and the progress was regularly reported back to the IAS.

In December 2013 the BEREC Office had reported back the implementation or progress

with the following IAS recommendations:

Ethical conduct and awareness – finalisation and adoption of the ethical values

document;

Recruitment procedure – specification of the procedure and preparation of detailed

procedure documentation;

Training policy – completed Training Policy;

Improvements in the staff appraisal procedure;

Budget implementation – specification of the procedure, preparation of a set of

reference documents (Financial Manual) and communication to the staff; further

specification of roles in the financial circuits; introduction of checklists; improved

registration of invoices; allocation of additional administrative resource to the budget

management; updated sub-delegation procedure. Which resulted in improved budget

implementation in 2013 as compared to 2012;

Review process for key procedures – completed inventory of personal data

processing operations;

Exceptions reporting – completed with adoption of an additional procedure,

Notifications of data processing to EDPS – progress with EDPS notifications;

Progress with improvement of key management supervision tools;

Registration of invoices – specification of roles and responsibilities, improvement of

procedure and its documentation;

implementation of proper Information Security controls – definition and adoption of

required procedures and policies;

Validation of accounting systems – completed.

Further, a contract with the Deloitte Consultants was signed in December 2013 in order to

support the BEREC Office with developing a comprehensive Business Continuity Plan,

preparation of which would include assessment of risks and the establishment of a

systematic risk management process.

On 13 March 2014 the IAS delivered the BEREC Office Annual Internal Audit Report for

2013, which summarizes the results of the audit activities conducted by the IAS in 2013.

MC (14) 66


V.2. Observations by the Court of Auditors

The BEREC Office in 2013 allocated resources and put significant effort in addressing the

number of the ECA observations made on the BEREC Office annual accounts for the

financial year 2012.

The Office has made significant progress in the financial year 2013 to the extent that after

its annual audit for 2013 (in February 2014) the Court of Auditors concluded that 10 out of

13 observations of the Court for years 2011 and 2012 have been completed. As to the

ongoing work the Court pointed out clear improvements in the budget implementation

figures in 2013 indicating better planning and the ongoing implementation of the Internal

Control Standards, which follow the detailed action plan for 2013-2015 agreed with the

Internal Audit Service.

MC (14) 66


APPENDIXES

Appendix 1: Declaration of assurance

Note for the attention of the Management Committee of the BEREC

Office

Subject: Statement of reasonable assurance

I, the undersigned, Ando Rehemaa, Administrative Manager of BEREC Office in my capacity as Authorising Officer,

declare that the information contained in this report gives a true and fair view; state that I have reasonable assurance that the resources assigned to the

activities described in this report have been used for their intended purpose and in accordance with the principle of sound financial management, and that the control procedures put in place give the necessary guarantees concerning the legality and regularity of the underlying transactions. This reasonable assurance is based on my own judgement based on my personal involvement in the details of budget management procedure in 2013 and on the information at my disposal, such as the self-assessment ex-ante controls, the observations of the Internal Audit Service and the lessons learnt from the reports of the Court of Auditors; and

confirm that I am not aware of any matter not reported here that could harm the interests of the institution.

Done in Riga, 31/03/2014

(signed)

Ando REHEMAA

Administrative Manager

BEREC Office

MC (14) 66


Appendix 2: BEREC Office Management Committee analysis and assessment

of the Authorising Officer's annual administrative report

THE MANAGEMENT COMMITTEE

The MC took note of the Annual Administrative Report 2013 from Authorising Officer of the

BEREC Office with satisfaction about the results achieved in support to the completion of the

BEREC Work Programme 2013 and in providing assistance & executive support to the

BEREC Chair, Board of Regulators and the Management Committee in fulfilling the

responsibilities and to the Contact Network meetings.

The Management Committee is assured of the reliability of the accounts and of the legality

and regularity of the transactions underlying the accounts given the fact that the Court of

Auditors has expressed its opinion on the BEREC Office annual accounts 2013.

The Management Committee encourages the Administrative Manager/ Authorising Officer to

further mobilise the resources and capabilities of the Office in order to continue to address

the findings of the European Court of Auditors and the risks identified by the internal auditor.

Done in Dublin, on 6 June 2014

For the Management Committee (signed) Göran Marby Chair for 2014

MC (14) 66

2013

Annual Activity Report

Annexes

The Office of The Body of European Regulators for Electronic Communications

MC (14) 66

BEREC_Office_aar_2013_annexes Page 2 of 23

ANNEXES

Table of Contents Annexes ........................................................................................................................................... 2

ANNEX 1: BEREC Office organisational chart at 31.12.2013 ................................................... 3

ANNEX 2: Staff establishment plan 2013 ................................................................................. 4

ANNEX 3: Financial Reporting .................................................................................................. 5

Annex 4: Overview of the 2013 plenary meetings of the Management Committee and meetings of the Contact Network ............................................................................................. 20

Annex 5: Overview of public documents of the Management Committee ......................... 21

MC (14) 66


ANNEX 1: BEREC Office organisational chart at 31.12.2013

* vacant positions 31.12.2013 (due to not finalised recruitment procedures in 2013 or turn-overs and family leave):

1) ADMINISTRATION & FINANCE UNIT: 1 contract agent

2) PROGRAMME MANAGEMENT UNIT: 2 vacant seconded national expert posts

In addition, 1 TA is on long-term absence, no temporary substitute available).

Administrative Manager

(1 TA)

PROGRAMME MANAGEMENT UNIT

total nr except HoU: 8 TA + 1 CA + 7 SNE*

EXECUTIVE SUPPORT total nr except the AM:

2 TA + 1 CA + 1 SNE

MANAGEMENT COMMITTEE

Chair & Vice-Chairs

Head of Admin & Fin (1 TA)

Head of Progr. Mngnt (1 TA)

Executive Support

Accountant

ADMINISTRATION & FINANCE UNIT total nr except HoU:

3 TA + 2 CA*

MC (14) 66


ANNEX 2: Staff establishment plan 2013

Human Resources

2013 Authorised under the EU

Budget Actually filled as of

31/12/2013 Establishment plan posts: AD 11 11 Establishment plan posts: AST 5 5 Total Establishment plan posts 16 16 Contract Agents 4 3 Seconded National Experts 8 6 Total staff 28 25

MC (14) 66


ANNEX 3: Financial Reporting

Table I: Revenues in EUR

Revenues in EUR Budget 2013

Amending Budget AB 1/2013

New Appropriations 2013

1. Revenue from fees and charges

2. European Union Subsidy 4,191,152.08 -635,152.08 3,556,000.00 2.a. of which “fresh” contributions in year 2013 3,768,696.00

2.b. of which assigned revenues deriving from previous year 2011 surplus

422,456.08

3. Third countries contribution (incl. EFTA and candidate countries)

105,524.00 -105,524.00 0

4. Other contributions (*) 200,000.00 -200,000.00 0 5. Administrative operations (internal assigned revenue) 1,218.93

6. Revenues from services rendered against payment

7. Correction of budgetary imbalances

Total revenues 4,496,676.08 -940,676.08 3,557,218.93

(*) Estimated voluntary contributions from Member States or from their National Regulatory Authorities (hereinafter, NRAs). These contributions shall be used to finance specific items of operational expenditure as defined in an agreement to be concluded between the Office and the Member States of their NRAs.

Table II: Commitment appropriations in EUR

Budget line Description

Budget 2013 (incl. surplus from 2011,

EFTA & NRA contributions)

Amendments & transfers (incl. 2011

surplus, EFTA & NRA

contributions)

Administrat

ive operations

(internal assigned revenue)

Final appropriations

31.12.2013

1 2 3 4 5 6 Budget 2013 4,496,676 -940,676 1,218.93 3,557,218.93

1 STAFF 2,786,215 -452,806 2,333,409

1 1 STAFF IN ACTIVE EMPLOYMENT 1,988,705 -502,396 1,486,309

1 1 0 Staff in active employment 1,349,785 -321,776 1,028,009

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

1 1 0 0 Basic salaries 1,049,785 -301,276 748,509 1 1 0 1 Family allowances 130,000 0 130,000

1 1 0 2 Expatriation and foreign-residence allowances

170,000 -20,500

149,500

1 1 1 Contract staff and other staff 556,920 -192,320 364,600

1 1 1 0 Contract staff 211,120 -101,820 109,300

1 1 1 1 Seconded national experts 345,800 -90,500 255,300

1 1 2 Employer's social security contributions

48,000 8,200

56,200

1 1 2 0 Insurance against sickness 30,000 7,000 37,000

1 1 2 1

Insurance against accidents and occupational disease

6,000 -400

5,600

1 1 2 2 Insurance against unemployment 12,000 1,600 13,600

1 1 2 3 Constitution or maintenance of pension rights

0 0

0

1 1 3 Miscellaneous allowances and grants

34,000 3,500

37,500

1 1 3 0 Childbirth and death allowances and grants

1,000 0

1,000

1 1 3 1 Travel expenses for annual leave 33,000 3,500 36,500

1 1 3 9 Other allowances 0 0 0 1 1 9 Salary weightings 0 0 0 1 1 9 0 Salary weightings 0 0 0

1 1 9 1 Adjustments to remunerations 0 0 0

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

1 2

MISCELLANEOUS EXPENDITURE ON STAFF RECRUITMENT AND TRANSFER

190,000 -33,600

156,400

1 2 0 Recruitment expenses 33,000 58,950 91,950

1 2 0 0 Travel expenses 30,000 -4,962 25,038

1 2 0 1 Miscellaneous expenditure on staff recruitment

3,000 63,912

66,912

1 2 1 Expenses on entering/leaving 157,000 -92,550 64,450

1 2 1 0 Travel expenses on entering/leaving 47,000 -42,500 4,500

1 2 1 1 Installation, resettlement and transfer allowances

30,000 -4,950

25,050

1 2 1 2 Removal expenses 30,000 -16,000 14,000

1 2 1 3 Daily subsistence allowances 50,000 -29,100 20,900

1 3 MISSIONS AND DUTY TRAVEL 200,000 24,700 224,700

1 3 0 0

Mission expenses, duty travel expenses and other ancillary expenditure

200,000 24,700

224,700

1 4 SOCIOMEDICAL SERVICES 30,000 -23,000 7,000

1 4 0 Medical service 30,000 -23,000 7,000 1 4 0 0 Medical service 30,000 -23,000 7,000 1 5 TRAININGS 60,000 20,000 80,000 1 5 0 Training 60,000 20,000 80,000 1 5 0 0 Training 60,000 20,000 80,000

1 6 EXTERNAL SERVICES 30,000 340,000 370,000

1 6 0 0 External services 30,000 340,000 370,000

1 7

REPRESENTATION AND MISCELLANEOUS STAFF COSTS

20,000 -11,000

9,000

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

1 7 0 0

Representation, receptions and events, and miscellaneous staff expenses

20,000 -11,000

9,000

2

BUILDINGS, EQUIPMENT AND MISCELLANEOUS OPERATING EXPENDITURE

821,361 -527,761 1,218.93 294,818.93

2 0

RENTAL OF BUILDINGS AND ASSOCIATED COSTS

115,000 -46,480

68,520

2 0 0 Buildings and associated costs 115,000 -46,480 68,520

2 0 0 0 Rent 20,000 6,920 26,920 2 0 0 1 Insurance 500 500 1,000

2 0 0 2 Water, gas, electricity and heating

16,500 2,900

19,400

2 0 0 3 Cleaning 0 0 0

2 0 0 4 Fitting-out and maintenance of premises

5,000 -5,000

0

2 0 0 5 Security and surveillance of buildings

16,000 5,200

21,200

2 0 0 9

Other expenditure relating to the acquisition, construction or maintenance of a building

57,000 -57,000

0

2 1 INFORMATION TECHNOLOGY PURCHASES

230,000 -103,950 861.63 126,911.63

2 1 0 Information technology purchases

230,000 -103,950 861.63 126,911.63

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

2 1 0 0 Computer equipment 25,000 -17,550 861.63 8,311.63

2 1 0 1 Software 140,000 -67,000 73,000

2 1 0 2 Other external data processing services 65,000 -19,400 45,600

2 2

MOVABLE PROPERTY AND ASSOCIATED COSTS

55,000 -35,500

19,500

2 2 0

Technical installations and electronic office equipment

20,000 -19,000

1,000

2 2 0 0

Technical installations and electronic office equipment

20,000 -19,000

1,000

2 2 1 Furniture 30,000 -11,500 18,500 2 2 1 0 Furniture 30,000 -11,500 18,500

2 2 9 Other movable property and associated costs

5,000 -5,000

0

2 2 9 0 Books, newspapers and documentation 5,000 -5,000 0

2 2 9 1

Cars, transport vehicles, and maintenance and repairs

0 0

0

2 2 9 9

Other movable property, and maintenance and repairs

0 0

0

2 3 CURRENT ADMINISTRATIVE EXPENDITURE

92,000 -49,120

42,880

2 3 0 Stationery and office supplies 15,000 -6,600 8,400

2 3 0 0 Stationery and office supplies 15,000 -6,600 8,400

2 3 2 Financial charges 200 100 300 2 3 2 0 Bank charges 200 100 300

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

2 3 2 1 Exchange rate losses 0 0 0

2 3 2 9 Other financial charges 0 0 0

2 3 3 Legal expenses 76,800 -45,620 31,180 2 3 3 0 Legal expenses 12,000 8,000 20,000 2 3 3 1 Damages 64,800 -53,620 11,180

2 3 5 Other operating expenses 0 3,000 3,000

2 3 5 0 Miscellaneous insurances 0 3,000 3,000

2 3 5 9 Other operating expenses 0 0 0

2 4 POSTAGE AND TELECOMM. 55,000 -19,350 357.30 36,007.30

2 4 0 0 Postage and delivery charges 1,200 600 1,800

2 4 1 0 Telecommunication charges 53,800 -19,950 357.30 34,207.30

2 5 EXPENDITURE ON FORMAL AND OTHER MEETINGS

188,640 -187,640

1,000

2 5 0 0 Meetings in general 100,000 -99,000 1,000

Expenditures from EFTA contribution 88,640 -88,640 0

3 OPERATIONAL EXPENDITURE 889,100 39,891 928,991

3 0 Support to implementation of BEREC WP 2012

699,875 -236,299

463,576

3 0 0 Support to implementation of BEREC WP 2012

699,875 -236,299

463,576

3 0 0 1 Support to the BEREC Expert Working Groups

397,991 -57,515

340,476

3 0 0 2 Activities under Articles 7 and 7a Framework Directive

35,000 15,100

50,100

MC (14) 66






surplus, EFTA & NRA

contributions)

Administrat

ive operations



31.12.2013

3 0 0 3 Collection exchange and transmission of information

50,000 23,000

73,000

Expenditures from EFTA contribution 16,884 -16,884 0

Expenditures from NRA contribution 200,000 -200,000 0

3 1

Horizontal activities (other support not directly related to BEREC WP)

120,000 345,415

465,415

3 1 0

Horizontal activities (other support not directly related to BEREC WP)

120,000 345,415

465,415

3 1 0 1 Other support activities to BEREC 65,000 311,415 376,415

3 1 0 2

Provision of advice and other ad-hoc services to BEREC and other parties

55,000 34,000

89,000

MC (14) 66


Budget 2013 - Rate of implementation

Revenues

Table III: Revenues

Revenues in EUR

Amended Budget 1/2013*

Revenue received %

1. Revenue from fees and charges 2. European Union Subsidy 3,556,000.00 3,556,000.00 100.00 % 3. Third countries contribution (incl. EFTA and candidate countries)

4. Other contributions (**) 5. Administrative operations (internal assigned revenue) 1,218.93 1,218.93 100.00 %

Total revenues 3,557,218.93 3,557,218.93 100.00 % * The amended budget 2013 was approved by the MC on 13 August 2013 and by the European Commission on 2 September 2013.

** Estimated voluntary contributions from Member States or from their NRAs

Expenditures Table IV: Commitment appropriations in EUR: overview incl. carry forwards from 2012 (C8), “fresh” credits in 2013 (C1) and administrative operations 2013 (C4)

Budget execution overview of 2013 carry forwards and 2013 credits

in EUR

Budget 2013 Budget executed

Rate of implementati

on

Commitments carried forward from 2012 – C8 611,222.84 437,608.93 71.60 %

Title 1 Title 2 Title 3

184,353.65 156,615.62 270,253.57

145,042.36 93,816.99

198,749.58

78.68 % 59.90 % 73.54 %

European Community Subsidy in 2013 – C1 Title 1 Title 2 Title 3

3,556,000.00 2,333,409.00

293,600.00 928,991.00

3,184,343.81 2,159,354.09

171,178.90 853,810.82

89.55 % 92.54 % 58.30 % 91.91 %

Administrative operations – C4 Title 2

1,218.93

357.29

29.31 %

Total Commitment Appropriations 4,168,441.77 3,622,310.03 86.90 %

MC (14) 66


Table V: Commitment appropriations in EUR: implementation by title and budget line

Official Budget Item Intitule Credit Available

Com Amount

Commitment Accepted

Amount (Euro) % Commit

Title 1

A-1100 Basic Salaries 748,509.00 745,841.76 99.64 %

A-1101 Family allowances 130,000.00 119,070.97 91.59 %

A-1102 Expatriation allowance 149,500.00 145,829.70 97.54 %

A-1110 Contract Staff 109,300.00 105,425.27 96.45 %

A-1111 Seconded National Experts 255,300.00 255,253.18 99.98 %

A-1120 Insurance against sickness 37,000.00 35,579.82 96.16 %

A-1121 Insurance against accidents 5,600.00 5,273.81 94.18 %

A-1122 Insurance against unemployment 13,600.00 13,201.09 97.07 %

A-1130 Child and other allowances 1,000.00 198.31 19.83 %

A-1131 Travel expenses for Annual leave 36,500.00 34,901.43 95.62 %

A-1200 Travel expenses 25,037.70 17,065.78 68.16 %

A-1201 Expenditures on staff recruitment 66,912.30 61,556.88 92.00 %

A-1210 Travel expenses entering/leaving service 4,500.00 893.43 19.85 %

A-1211 Installation 25,050.00 10,813.34 43.17 %

A-1212 Removal expenses 14,000.00 0.00 0.00 %

A-1213 Daily subsistence allowance 20,900.00 16,802.99 80.40 %

A-1300 Mission expenses 224,700.00 189,478.22 84.32 %

A-1400 Medical services 7,000.00 5,500.00 78.57 %

A-1500 Training/language courses 80,000.00 68,183.81 85.23 %

A-1600 External Services 370,000.00 323,486.85 87.43 %

MC (14) 66



Com Amount

Commitment Accepted


A-1700 Representation costs 9,000.00 4,997.45 55.53 %

TOTAL TITLE 1 C1 from 2013 credits 2,333,409.00 2,159,354.09 92.54%

TOTAL TITLE 1 C8 from 2012 credits 184,353.65 145,042.36 78.68%

Title 2

A-2000 Rent 26,920.00 23,533.28 87.42 %

A-2001 Insurance 1,000.00 952.75 95.28 %

A-2002 Water, gas, electricity 19,400.00 19,400.00 100.00 %

A-2004 Maintenance of premises 0.00 0.00

A-2005 Security & surveillance of building 21,200 20,000.00 94.34 %

A-2009 Other building expenditures 0.00 0.00

A-2100 Computer equipment 7,450.00 5,035.72 67.59 %

A-2101 Software 73,000.00 2,036.63 2.79 %

A-2102 Other Data processing services 45,600.00 45,600.00 100.00 %

A-2200 Technical installation 1,000.00 0.00 0.00 %

A-2210 Furniture 18,500.00 14,924.06 80.67 %

A-2299 Other removable property

0.00 0.00

A-2300 Office supply 8,400.00 8,127.45 96.76 %

A-2320 Bank charges 300.00 300.00 100.00 %

A-2321 Exchange rate losses 0.00 0.00

A-2329 Other financial charges 0.00 0.00

A-2330 Legal expenses 20,000.00 11,250.00 56.25 %

A-2331 Damages 11,180.00 0.00 0.00 %

A-2350 Miscellaneous insurances 3,000.00 0.00 0.00 %

A-2359 Other operating expenses

0.00

MC (14) 66



Com Amount

Commitment Accepted


A-2400 Postage and delivery charges 1,800.00 1,430.00 79.44 %

A-2410 Telecommunication charges 33,850.00 18,589.01 54.92 %

A-2500 Meeting expenditures 1,000.00 0.00 0.00 %


TOTAL TITLE 2 C4 from 2013 credits 1,218.93 357.29 29.31 %


Title 3

B3-001 Support to BEREC Working Groups

340,475.57 326,479.18 95.89 %

B3-002 Activities related to Article 7 and 7a Framework Directive

50,100.00 45,675.08 91.17 %

B3-003 Collection /transmission of information 73,000.00 41,291.38 56.56 %

B3-101 Other support activities to BEREC 376,415.43 376,415.43 100.00 %

B3-102 Provision of advice and other services to BEREC 89,000.00 63,949.75 71.85 %



Total Title 1-3 4,168,441.77 3,622,310.03 86.90 %

MC (14) 66


Table VI: Commitment appropriations in EUR: overview incl. “fresh” credits in 2013 (C1) and administrative operations 2013 (C4), excl. carry forwards from 2012 (C8)

Commitment appropriations

Budget Title Commitment Credit Available Commitment Accepted % Committed /

Available

Title 1 – Total 2,333,409.00 2,159,354.09 92.54%

Title 2 - Total 294,818.93 171,536.19 58.18%

Title 3 - Total 928,991.00 853,810.82 91.91%

Total Expenditure 3,557,218.93 3,184,701.10 89.53%

Table VII: Payment appropriations in EUR: overview incl. carry forwards from 2012 (C8), “fresh” credits in 2013 (C1) and administrative operations 2013 (C4)

Budget execution overview of 2013 carry forwards and 2013 credits

in EUR

Budget 2013 Budget executed

Rate of implementation

Commitments carried forward from 2012

Title 1 Title 2 Title3

611,222.84 184,353.65 156,615.62 270,253.57

437,608.93 145,042.36 93,816.99

198,749.58

71.60 % 78.68 % 59.90 % 73.54 %

European Community Subsidy in 2013

Title 1 Title 2 Title 3

3,556,000.00 2,333,409.00

293,600.00 928,991.00

2,723,222.64 1,904,649.31

123,584.48 694,988.85

76.58 % 81.63 % 42.09 % 74.81 %

Administrative operations – C4 Title 2

1,218.93

357.29

29.31 %

Total Payment Appropriations 4,168,441.77 3,161,188.86 75.84 %

MC (14) 66


Table VIII: Payment appropriations in EUR: implementation by title and budget line

Official Budget

Item Intitule Credit Available

Payment Amount Payment

Accepted Amount (Euro)

% Payment

Title 1 A-1100 Basic Salaries 748,509.00 745,841.76 99.64 % A-1101 Family allowances 130,000.00 119,070.97 91.59 % A-1102 Expatriation allowance 149,500.00 145,829.70 97.54 % A-1110 Contract Staff 109,300.00 105,425.27 96.45 %

A-1111 Seconded National Experts 255,300.00 255,226.09 99.97 %

A-1120 Insurance against sickness 37,000.00 35,579.82 96.16 %

A-1121 Insurance against accidents 5,600.00 5,273.81 94.18 %

A-1122 Insurance against unemployment 13,600.00 13,201.09 97.07 %

A-1130 Child and other allowances 1,000.00 198.31 19.83 %

A-1131 Travel expenses for Annual leave 36,500.00 34,901.43 95.62 %

A-1200 Travel expenses 25,037.70 4,760.75 19.01 %

A-1201 Expenditures on staff recruitment 66,912.30 60,056.88 89.75 %

A-1210 Travel expenses entering/leaving service 4,500.00 893.43 19.85 %

A-1211 Installation 25,050.00 10,813.34 43.17 % A-1212 Removal expenses 14,000.00 A-1213 Daily subsistence

allowance 20,900.00 16,802.99 80.40 %

A-1300 Mission expenses 224,700.00 170,573.83 75.91% A-1400 Medical services 7,000.00 0.00 0.00 %

A-1500 Training/language courses 80,000.00 24,795.44 30.99 %

A-1600 External Services 370,000.00 150,406.95 40.65 % A-1700 Representation costs 9,000.00 4,997.45 55.53 % TOTAL TITLE 1 C1 from 2013 credits 2,333,409.00 1,904,649.31 81.63% TOTAL TITLE 1 C8 from 2012 credits 184,353.65 145,042.36 78.68%

Title 2

A-2000 Rent 26,920.00 12,220.98 45.40 % A-2001 Insurance 1,000.00 952.75 95.28 % A-2002 Water, gas, electricity 19,400.00 17,312.68 89.24 %

A-2004 Maintenance of premises 0.00 0.00

A-2005 Security & surveillance of building 21,200.00 4,983.62 23.51 %

A-2009 Other building expenditures 9,598.67 0.00 0.00 %

A-2100 Computer equipment 7,450.00 5,035.72 67.59 % A-2101 Software 73,000.00 1,654.00 2.27 %

MC (14) 66


Official Budget

Item Intitule Credit Available

Payment Amount Payment

Accepted Amount (Euro)

% Payment

A-2102 Other Data processing services 45,600.00 43,264.72 94.88 %

A-2200 Technical installation 1,000.00 0.00 0.00% A-2210 Furniture 18,500.00 14,924.06 80.67%

A-2299 Other removable property 0.00

A-2300 Office supply 8,400.00 8,127.45 96.76 % A-2320 Bank charges 300.00 0.00 0.00% A-2321 Exchange rate losses 0.00 A-2329 Other financial charges 0.00 A-2330 Legal expenses 20,000.00 11,250.00 56.25% A-2331 Damages 11,180.00 0.00%

A-2350 Miscellaneous insurances 3,000.00 0.00 0.00 %

A-2359 Other operating expenses 0.00

A-2400 Postage and delivery charges 1,800.00 1,300.28 72.24 %

A-2410 Telecommunication charges 33,850.00 2,558.22 7.56 %

A-2500 Meeting expenditures 1,000.00 0.00 0.00 % TOTAL TITLE 2 C1 from 2013 credits 293,600.00 123,584.48 42.09% TOTAL TITLE 2 C4 from 2013 credits 1,218.93 357.29 29.31% TOTAL TITLE 2 C8 from 2012 credits 156,615.62 93,816.99 59.90% Title 3

B3-001 Support to BEREC Working Groups 340,475.57 294,692.93 86.55 %

B3-002 Activities related to Article 7 and 7a Framework Directive

50,100.00 42,075.08 83.98 %

B3-003 Collection /transmission of information

73,000.00 41,291.38 56.56 %

B3-101 Other support activities to BEREC 376,415.43 283,403.21 75.29 %

B3-102 Provision of advice and other services to BEREC

89,000.00 33,526.25 37.67 %

TOTAL TITLE 3 C1 from 2013 credits 928,991.00 694,988.85 74.81% TOTAL TITLE 3 C8 from 2012 credits 270,253.57 198,749.58 73.54% Total Title 1-3 4,168,441.77 3,161,188.86 75.84%

MC (14) 66


Table IX: Payment appropriations in EUR: overview incl. “fresh” credits in 2013 (C1) and administrative operations 2013 (C4), excl. carry forwards from 2012 (C8)

Payment appropriations

Budget Title Payment Credit Available Payment Request Accepted

% Paid / Available

Title 1 – Total 2,333,409.00 1,904,649.31 81.63%

Title 2 - Total 294,818.93 123,941.77 42.04%

Title 3 - Total 928,991.00 694,988.85 74.81%

Total Expenditure 3,557,218.93 2,723,579.93 76.57%

Table X: Carry-over from 2013 to 2014 – C1 and C4 credits

Budget Title Type of expenditure Automatic Carryover of Payment Appropriations

to 2014

Automatic Carryover of Payment

Appropriations to 2013

1 Staff 254,704.78 184,353.65

2 Administrative expenses 48,456.05 156,615.62

3 Operational expenditure 158,821.97 270,253.57

Total 461,982.80 611,222.84

MC (14) 66


Annex 4: Overview of the 2013 plenary meetings of the Management Committee and meetings of the Contact Network

Event Date Meeting Host Location

CN1 7 and 8 February ComCom Montreux (Switzerland)

Plenary 1 7 and 8 March APEK Ljubljana (Slovenia)

CN2 16 and 17 May ARCEP Paris (France)

Plenary 2 6 and 7 June EETT Athens (Greece)

CN3 5 and 6 September OPTA The Hague (The

Netherlands)

Plenary 3 26 and 27 September SPRK (with BEREC

Office) Riga (Latvia)

CN4 14 and 15 November BNetzA Germany

Plenary 4 5 and 6 December NMHH Budapest (Hungary)

http://www.comcom.admin.ch/index.html?lang=en

http://www.apek.si/contact-us

http://www.arcep.fr/index.php?id=1&L=1

http://www.eett.gr/opencms/opencms/EETT_EN/EETT/AboutEETT/

http://www.opta.nl/en/about-opta/tomorrow-is-made-today/

http://www.sprk.gov.lv/?setl=2

http://www.bundesnetzagentur.de/cln_1912/EN/FederalAgency/TheAgency/TheAgency_node.html

http://english.nmhh.hu/tart/index/1100/About_us

MC (14) 66


Annex 5: Overview of public documents of the Management Committee

Decisions

Document number

Document date Document title/hyperlink to published version

MC/2013/1 14 February 2013

Decision of the BEREC Office MC to temporary assign staff powers according to the BEREC Regulation

MC/2013/2 8 March 2013 Decision of the BEREC Office MC to elect a new Vice Chair for 2013 and a new Chair for 2014

MC/2013/3 8 March 2013 Decision of the BEREC Office MC to temporarily assign the staff powers conferred by Article 10(3) of the BEREC Regulation

MC/2013/4 8 March 2013 Decision of the BEREC Office MC on designation of the reporting officers for the appraisal of the administrative manager of the BEREC Office

MC/2013/05 6 June 2013 Decision by the MC of the BEREC Office concerning the reimbursement of travel, subsistence and other expenses incurred in the course of journeys made by persons not employed by the BEREC Office and repealing the previous Management Committee Decision № MC/2012/2 of 24 February 2012

MC/2013/05bis 6 June 2013 Decision of the BEREC Office MC on the announcement of the vacancy of the administrative manager post and the launching of the selection procedure

MC/2013/6 13 August 2013

Decision of the Management Committee of the BEREC Office adopting Amending Budget 2013/1

MC/2013/07 17 October 2013

Decision of the BEREC Office MC on the appointment of the Selection Committee with regard to the recruitment procedure of the Administrative Manager of the BEREC Office

Opinions

Document number


MC (13) 35 6 June 2013 Opinion of the MC of the BEREC Office concerning the final accounts of the year 2012

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1166-decision-of-the-berec-office-mc-to-temporary-assign-staff-powers-according-to-the-berec-regulation



http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1233-decision-of-the-berec-office-mc-to-elect-a-new-vice-chair-for-2013-and-a-new-chair-for-2014

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1233-decision-of-the-berec-office-mc-to-elect-a-new-vice-chair-for-2013-and-a-new-chair-for-2014

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1232-decision-of-the-berec-office-mc-to-temporarily-assign-the-staff-powers-conferred-by-article-103-of-the-berec-regulation



http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1234-decision-of-the-berec-office-mc-on-designation-of-the-reporting-officers-for-the-appraisal-of-the-administrative-manager-of-the-berec-office



http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1304-decision-by-the-mc-of-the-berec-office-concerning-the-reimbursement-of-travel-subsistence-and-other-expenses-incurred-in-the-course-of-journeys-made-by-persons-not-employed-by-the-berec-office-and-repealing-the-previous-management-committee-decision-8470-mc20122-of-24-february-2012






http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1463-decision-of-the-berec-office-mc-on-the-announcement-of-the-vacancy-of-the-administrative-manager-post-and-the-launching-of-the-selection-procedure




http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/1406-decision-of-the-management-committee-of-the-berec-office-adopting-amending-budget-20131


http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/decisions_of_the_management_committee/2954-decision-of-the-berec-office-mc-on-the-appointment-of-the-selection-committee-with-regard-to-the-recruitment-procedure-of-the-administrative-manager-of-the-berec-office




http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/budget_of_the_office/final_accounts/1276-opinion-of-the-mc-of-the-berec-office-concerning-the-final-accounts-of-the-year-2012

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/budget_of_the_office/final_accounts/1276-opinion-of-the-mc-of-the-berec-office-concerning-the-final-accounts-of-the-year-2012

MC (14) 66


Document number


MC (13) 74 27 November 2013

Opinion of the MC on the observations of the European Court of Auditors on the BEREC Office annual accounts for 2012

BEREC Office Annual Activity Report for 2012

Document number


MC (13) 40 6 June 2013 BEREC Office Management Committee Annual Activity Report 2012

BEREC Office Budget 2013

Document number


MC (13) 11 26 February 2013 Budget of the BEREC Office for 2013

2013/C 91/37 27 March 2013

Statement of revenue and expenditure of the Office of the Body of European Regulators for Electronic Communications (BEREC Office) for the financial year 2013

MC/2013/6 13 August 2013

Decision of the Management Committee of the BEREC Office adopting Amending Budget 2013/1

2013/C 381/12 31 December 2013

Statement of revenue and expenditure of the Office of the Body of European Regulators for Electronic Communications (BEREC Office) for the financial year 2013 — Amending Budget No 1

2014 BEREC Office Work Programme

Document number


MC (13) 61 16 September 2013 BEREC Office Work Programme 2014

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/budget_of_the_office/final_accounts/3916-opinion-of-the-mc-on-the-observations-of-the-european-court-of-auditors-on-the-berec-office-annual-accounts-for-2012



http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/office_annual_activity_report/1300-berec-office-management-committee-annual-activity-report-2012

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/office_annual_activity_report/1300-berec-office-management-committee-annual-activity-report-2012

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/budget_of_the_office/annual_budget_of_the_office/1223-budget-of-the-berec-office-for-2013

http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/budget_of_the_office/annual_budget_of_the_office/1272-statement-of-revenue-and-expenditure-of-the-office-of-the-body-of-european-regulators-for-electronic-communications-berec-office-for-the-financial-year-2013






http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:C:2013:381:0049:0054:EN:PDF




http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/office_annual_work_programmes/1459-berec-office-work-programme-2014

MC (14) 66


Agendas for the 2013 BEREC Office Management Committee meetings

Document number


MC (13) 13 26 February 2013

Draft Agenda of the 14th meeting of the BEREC Office Management Committee in Ljubljana (Slovenia)

MC (13) 45 1 June 2013 Draft Agenda of the 15th Meeting of the Management Committee of the BEREC Office in Athens (Greece)

MC (13) 60 20 September 2013

Draft Agenda of the 16th Meeting of the BEREC Office Management Committee in Riga (Latvia)

MC (13) 75 27 November 2013

Draft Agenda of the 17th Meeting of the BEREC Office Management Committee in Budapest (Hungary)

Conclusions of the 2013 BEREC Office Management Committee meetings

Document number


MC (13) 27 26 April 2013 Conclusions of the 14th meeting of the Management Committee of the BEREC Office in Ljubljana (Slovenia)

MC (13) 86 27 December 2013

Conclusions of the 15th meeting of the Management Committee of the BEREC Office on 6 June 2013, Athens (Greece)

MC (13) 66 3 October 2013

Conclusions of the 16th Meeting of the BEREC Office Management Committee in Riga (Latvia)

MC (13) 77 13 December 2013

Conclusions of the 17th Meeting of the BEREC Office Management Committee in Budapest (Hungary)

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/1195-draft-agenda-of-the-14th-meeting-of-the-berec-office-management-committee-in-ljubljana-slovenia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/1195-draft-agenda-of-the-14th-meeting-of-the-berec-office-management-committee-in-ljubljana-slovenia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/4363-draft-agenda-of-the-15th-meeting-of-the-management-committee-of-the-berec-office-in-athens-greece

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/4363-draft-agenda-of-the-15th-meeting-of-the-management-committee-of-the-berec-office-in-athens-greece

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/1474-draft-agenda-of-the-16th-meeting-of-the-berec-office-management-committee-in-riga-latvia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/1474-draft-agenda-of-the-16th-meeting-of-the-berec-office-management-committee-in-riga-latvia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/3914-draft-agenda-of-the-17th-meeting-of-the-berec-office-management-committee-in-budapest-hungary

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/agendas/3914-draft-agenda-of-the-17th-meeting-of-the-berec-office-management-committee-in-budapest-hungary

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/1259-conclusions-of-the-14th-meeting-of-the-management-committee-of-the-berec-office-in-ljubljana-slovenia



http://www.berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/4369-conclusions-from-15th-meeting-of-the-management-committee-of-the-berec-office-on-6-june-2013-athens-greece



http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/1501-conclusions-of-the-16th-meeting-of-the-berec-office-management-committee-in-riga-latvia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/1501-conclusions-of-the-16th-meeting-of-the-berec-office-management-committee-in-riga-latvia

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/3959-conclusions-of-the-17th-meeting-of-the-berec-office-management-committee-in-budapest-hungary

http://berec.europa.eu/eng/document_register/subject_matter/berec_office/management_committee_meetings/meeting_conclusions/3959-conclusions-of-the-17th-meeting-of-the-berec-office-management-committee-in-budapest-hungary

Annual Activity Report - European Parliament · 2014-08-13 · desirability and value of...

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