MINISTRY FOR EU AFFAIRS INTRODUCTION OF REVISED PMR TEMPLATE Financial Cooperation Directorate...

MINISTRY FOR EU AFFAIRS

INTRODUCTION OF REVISED PMR TEMPLATE

Financial Cooperation Directorate16-17 May 2012, Ankara

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CONDITIONALITIES

Assumptions and pre-conditions

Assumptions are external factors that have the potential to influence (or even determine) the success of a project but lie outside the control of the implementation managers.

Such factors are sometimes referred to as risks or assumptions but the Commission requires that all risks shall be expressed as assumptions.

Pre-conditions are requirements that must be met before the sector support can start

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CONDITIONALITIES

• In case conditionality is stated under section 3.7 of PFProgress regarding the fulfillment of the conditionality should be stated in the «conditionalities»

section of the PMR.

Pre‐condition is a condition that must be satisfied before project activities can start up.Usually pre‐conditions relate to:

• The availability of a budget line to cover operational cost after the end of the project• Adoption of a new law or regulation required for the project success• Important studies to verify the reality on the ground such as if there is sufficient water.• Land appropriation or availability of necessary facility/ies

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IMPROVEMENT OF THE MONITORING SYSTEM

Within the scope of

«IMPROVEMENT OF THE MONITORING SYSTEM UNDER IPA I»

Known as monitoring mapping study, following monitoring related issues were discussed and conclusions were adopted by the TAIB MC on 15 February 2012.

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IMPROVEMENT OF THE MONITORING SYSTEM

• PMRs (Progress Monitoring Reports)• On the spot monitoring:• Result-oriented monitoring:• Steering Committees at project level• Sectoral Monitoring Sub-Committees (SMSC)• JMC-TAIB Monitoring Committee / IPA Monitoring Committee• DIS Coordination meeting• Ex-post monitoring• SAIR/AIR Reports

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PROJECT LEVEL STEERING COMMITTEES

OPERATIONAL CONCLUSIONS OF THE MEETING ON IMPROVEMENT OF THE MONITORING SYSTEM UNDER IPA I

•MEU will ensure that each project fiche should describe the functions of the Steering Committee (standard text in each project fiche) as;

The Project Steering Committee will meet in principle twice a year, or more frequently where relevant as per request of the members, to monitor the implementation of the project, achievement of results, and to agree on corrective actions as appropriate. The operational conclusions of the Steering Committee meetings will be agreed by all participants in the minutes of the meetings.

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• MEU will ensure that Steering Committees covering all project components are formally established and will have first meetings at the latest within 3 months after the date of signature of the Financing Agreement.

•MEU and CFCU will initiate a process for improving the effectiveness of the Steering Committees (SC) and adjust standard provisions of project fiches, terms of reference and procedures for Steering Committee to effectively cover both project and contract level issues.

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According to the

«OPERATIONAL CONCLUSIONS OF THE MEETING ON IMPROVEMENT OF THE MONITORING SYSTEM UNDER IPA I»

The Steering Committee will operate under the following set of rules/tasks which will be adopted by the SPOs.

– To assess the progress of the project components in terms of the procurement preparation and implementation of contracts

– To verify the achievement of the outputs and results specified in the PFs or as amended.

– To discuss actions to be undertaken in following quarters in terms of achievement of indicators in the PF.

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– To design and monitor the outreach and communications activities among relevant partner/beneficiary institutions

– To coordinate involvement of the partner/beneficiary organizations for effective follow up of progress made and ensure the timely flow of information between these institutional partners.

– To monitor the progress made towards project indicators in line with the log frame or propose project fiches changes where appropriate.

– To monitor and facilitate linkage among different project components/contracts and the project with linked activities with other projects, donors or through national fund.

– To coordinate among different project components/contracts ensuring effective sequencing between interrelated components.

– Issues which can not be solved at SC level to be brought to the attention of the next JMC (SMSC)

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Dates of Project Level Steering Committee Meetings and Major Decisions should be stated here.

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PROJECT FICHE AMENDMENT

THREE MAJOR AMENDMENT TYPES-THOSE REQUESTED BY THE BENEFICIARY

Why? Due to certain problems/difficulties faced, emerging needs changes in the needs/set up/technology etc.

When? Before or after the start of project implementation (PF and contracts should be consistent)-THOSE REQUESTED BY EU DELEGATION

Numerical financial corrections in line with the Financing Agreement, during or after the end of project implementation-THOSE WHICH REQUIRE ADDENDUM IN THE RELEVANT FINANCING AGREEMENT (FA)

Relates to significant changes like budget reallocation /extension to deadlines of contracting or implementation, as a package deal, generally agreed in JMC meetings

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MOST COMMON PF AMENDMENT SUBJECTS (based on 2007-8-9 IPA Programming)•Budget reallocations / transfers•Time extension to the contracting / implementing deadlines and •Modifications relating to the supply component / changes in the equipment list

OTHERS•Activity-component redesign / regrouping to maximize the benefit of the project•Change in the place of activity / location to ensure more efficiency and effectiveness•Changes in the name of the project and other wording revisions•Correction of erroneous financial figures to align with the Financing Agreement•Beneficiary change

From BeneficiaryOfficial letter & e-mail (1-2 months)

MEU(FCD)

Consent of EUD, CFCU NF & MEU

Official letter & email

NIPAC letter sent to EUD

MEU(FCD)

Revision by beneficiary

Official letter & e-mail

Consent of EUD, CFCU NF & MEU

NIPAC / Official letter sent to

EUD / NF

By FA Addendumupon CFCU

official proposal (5-6 months)

From EUD Official letter & e-mail (1-2 months)

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DOCUMENTS REQUIRED TO COMPLETE PF AMENDMENT PROCESS•Project Fiche in track change (last approved version)•Project Fiche track change accepted•Justification •NAO Consent (given by National Fund)•Annex 7b, Annex 5 & Annex 6 (prepared by MEU)

IN CONCLUSION: PF AMENDMENT NOT DESIRED BUT INEVITABLE!!! DRAFT PF AMENDMENT PROTOCOL is ready!!!

Prepared by the beneficiary, submitted to MEU (Financial Cooperation Directorate-FCD)

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PROJECT FICHE AMENDMENTS

All previous approved amendments are reflected according to the subject of change as classified in the table.

Date of approval means either the date of EUD letter confirming the approval of the requested amendment or the date of entry into force of the Financing Agreement Addendum if the PF amendment subject to FA addendum.

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PROJECT INDICATORS

Indicators should be taken from the LF.

Target Value is (in case exists) set as a date and/or figure.

Achievements regarding the indicators should be stated here.

Even the indicator is not measurable, clear statement should be made concerning the achievement of it.

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MINISTRY FOR EU AFFAIRS

Cemre GÜZEL, [email protected]

Pınar BAŞPINAR, [email protected]

Orhan AYDIN, [email protected]

İLGİNİZ İÇİN TEŞEKKÜR EDERİZİLGİNİZ İÇİN TEŞEKKÜR EDERİZ

Thank you for your attentionThank you for your attention

MINISTRY FOR EU AFFAIRS INTRODUCTION OF REVISED PMR TEMPLATE Financial Cooperation Directorate...

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