EFKA: How the consolidation of systems will affect pensions, debts, and contributions

Summary

More than 10 different pension systems, outdated records, years of outstanding debts, and millions of insurance records are entering the final consolidation phase this summer, which is thus considered the most critical stage of the social security reform.

It is no coincidence that the head of EFKA, Dr. Alexandros Varveris, speaking to Euro2day.gr, points out that the agency is entering the most difficult yet most decisive summer in its history. New information systems, data migration, uniform rules for all insured individuals, and the major transition of pensions, debts, and insurance status to a central system will all take place now.

And, in fact, in real time. The changes are expected to reach their peak by fall, with disruptions considered inevitable—as, of course, are the benefits, which, according to the director, will affect millions of citizens.

Specifically, this summer is expected to be perhaps the most significant transitional period in the history of the EFKA. This is because, behind the daily transactions of millions of insured individuals, an extensive plan is already underway to unify procedures, information systems, and operating rules, aimed at addressing chronic problems that the organization inherited from the dozens of former social security funds.

The changes are not merely technical. This is a comprehensive reorganization that affects how pensions are issued, how debts are managed, insurance compliance, eligibility for coverage, and, overall, the relationship between citizens and the social security agency.

What’s Changing Now

The project, as the EFKA director himself acknowledges, will not be without its challenges. On the contrary, it is considered certain that there will be disruptions in the coming period, as the changes are being implemented while EFKA continues to operate normally, without interrupting its services for even a single day.

As Mr. Varveris explains, one of the biggest problems the EFKA continues to face is the coexistence of different rules stemming from the former social security funds. Despite the fact that EFKA was established as a unified agency, many procedures continue to operate under different frameworks depending on a citizen’s social security background. Pending the adoption of unified insurance and benefit regulations, the administration is gradually attempting to harmonize these practices through horizontal regulations.

A prime example is the uniform application of a 10% withholding in cases of overpayments, replacing the different regimes that had been in effect until now in the former funds. The philosophy is simple: the more uniform rules that are applied, the easier it is to automate processes and minimize errors.

From multiple registries to a “single source of truth”

At the same time, a second, less visible but extremely critical initiative is unfolding. EFKA is gradually moving away from the concept of multiple registries and adopting the principle of the “single source of truth” (one authoritative data source per piece of information), as the Administrator notes.

What does this mean? It means that a citizen’s basic information will not be maintained in different databases but will be drawn from the relevant source in each case. For example, changes to identification, marriage, or family status will be updated through government registries rather than through separate procedures at EFKA. The goal is to reduce data discrepancies that often lead to delays, errors, or inconvenience for insured individuals.

First milestone in July: new KEAO and self-employed individuals

The first major milestone is coming in July. EFKA is moving forward with the launch of the new KEAO (Center for the Collection of Social Security Debts), featuring upgraded capabilities for managing debts and payments. However, the most significant change involves the transfer of critical functions related to self-employed individuals from IDIKA’s legacy information systems to EFKA’s unified information environment. This transition affects:

• social security status updates,
• payment certificates,
• insurance eligibility,
• contribution management,
• parallel insurance settlements.

The new architecture enables much faster settlements. Until now, in many cases, settlements were conducted once a year. Under the new model, the process can be carried out quarterly and, in the future, even more frequently.

EFKA management acknowledges that changes of this magnitude cannot be implemented without issues. Data transfers, the parallel operation of old and new systems, and the integration of different applications may cause temporary disruptions.

In practice, this may mean delays in certain online services or a temporary inability to issue specific certificates. The same thing happened during the implementation of changes to the APD (Employers’ Detailed Periodic Declaration), where the first few months were marked by significant difficulties for both employers and the agency’s services. However, according to Mr. Varveris, the experience of that transition served as a guide for managing the next phase.

The second milestone in September: pensions

The second major milestone is set for September. That is when the integration of pension procedures into the new unified IT environment will begin. Currently, pensions are still supported by numerous different systems originating from the former funds.

A similar fragmentation exists in supplementary pensions and lump-sum payments. The plan calls for the gradual creation of a unified platform to which both the procedures and citizens’ insurance histories will be transferred. This transition will not be completed in just a few months. According to the plan, full implementation will extend beyond the fall.

For citizens, the goal of the reform is clear:

• faster service,
• greater reliability,
• fewer errors,
• a unified approach regardless of the former fund,
• more online services,
• fewer visits to branch offices.

Today, there are still cases where the issuance of a social security clearance certificate or the recognition of social security eligibility depends on outdated systems and manual checks. The existence of multiple parallel databases increases the likelihood of errors and delays. The consolidation aims to address precisely these problems.

The changes being implemented are considered among the largest ever undertaken by the social security agency and require the parallel operation of old and new systems, data transfers, and continuous monitoring. The challenge for EFKA is to manage this transition without disrupting its day-to-day service to citizens.

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