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Annual Examination Meeting OP «Entrepreneurship and Innovation» OP «Infrastructure and Services» 5 December 2012.

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Presentation on theme: "Annual Examination Meeting OP «Entrepreneurship and Innovation» OP «Infrastructure and Services» 5 December 2012."— Presentation transcript:

1 Annual Examination Meeting OP «Entrepreneurship and Innovation» OP «Infrastructure and Services» 5 December 2012

2 1.Management and control system 2.Closure and strategic reporting 3.Evaluation 4.Communication strategy 5.Any other issues 2

3 Improvements in management and control system I Improvements made: Strengthening the independence of the Audit Authority Strengthening of EU funds’ procurement monitoring system. Since January 2012 IBs are performing procurement ex-ante controls. This mechanisms allows to prevent ineligible expenditure from procurement procedures within projects, which is one of most common irregularity type; Improved procedures for risk management & application of financial corrections Improved regulation regarding irregularities Restricted use of individual contractor agreements with existing/ former employees Improved supervision over MA delegated functions: -Regular checks of I’B internal procedures; -Strenghtening of methodological support; -Systemic improvements considering results of delegated functions verifications. 3

4 Improvements in management and control system II Till November, 2012 the MA has accomplished the delegated function verifications in 8 IBs implementing projects co-financed by ERDF and CF through operational programmes „Entrepreneurship and Innovation” and “Infrastructure and Services” (MoT, MoE, MoES, MoERD, LIDA, CFCA, SEDA, SRDA). At the moment MA has the confidence that the IBs perform their on-spot checks in accordance with the current regulations and the methodology approved by MA. In some cases MA has identified some non-important failures with no impact on the results of the on-spot checks. Main conclusions made during delegated function verifications relate to the: –evaluation process of the project application forms; –terms of payment request examination; –ex-ante procurement checks; –internal procedure compliance with existing legislation and regulations; –publicity requirements. 4

5 Improvements in management and control system III 5 Planned improvements: Improve methodology regarding controls of delegated functions to put emphasise on risky issues and to mitigate risk of overlapping of controls; To unify and to share good practice within institution involved in the EU funds administration regarding planning period and take conclusion in to the account for planning management and control system for next planning period; Strengthen role of the Internal audit in the EU funds management and control system.

6 Risk management and control I To ensure the quality of Risk Management of EU Funds administration system, was established Risk Management strategy and Risk Management group; The risk management strategy includes: - risk prevention, risk reduction and risk taking To obtain a systematic, integrative and evaluative view of the Risk management system it is created: -risk register, which contains information on risks, controls, monitoring and responsible persons; and -Procedure of the risk management. MA risk assessment for delegated function verifications: -According to Procedure MA carries out monthly risk assessment and annual risk assessment; -Based on the results of risk assessment, MA develops a plan for the verifications of delegated functions and monitoring of implementation of recommendations. 6

7 Latest development regarding public procurement Lately amendments in Public Procurement Law has come in force, int.al., –MA has initiated improvements of national regulation regarding public procurement to mitigate conflict of interest exists in the public procurement cases where services could be procured from employees of the beneficiary. –In addition more clearly defined action when there only one bidder for the contract and more clearly set actions in and preconditions for the amendment of the contract. Improvement in Regulations regarding the Procurement Procedure and the Procedures for the Application thereof to the Projects Financed by the Commissioning Party also is in process. –Improvements include also extension of minimum deadline to submit the offers. –These actions are taken to mitigate situation when deadline is insufficient, especially when projects are of a complex nature. –As well as it is planned to set an obligation to beneficiaries to include in the tender documents the estimation of project price before launching the procurement procedure. Already pro-active actions are taken. E.g., the MA has invited Ibs to inform FB about good practice and ensure that deadline of submitting of the offer is set appropriate and proportional to the object and project of the contract is published. 7

8 State aid issues Improvements made: Updated Methodology for performing on-the-spot checks, by including additional and more specific conditions and questions for checking accordance of: –Avoiding double financing; –Ensuring proper and sufficient audit trail; –Work quality of procurement commission; –Accordance of Procurement rules; –Proper implementation of State aid conditions. Additional annex- sample of State aid checklist has been added, including list of every activity according to granted State aid type, a block of questions, which should be checked, is set. Proper application of state aid conditions is being checked during supervision checks, delegated function controls and inner procedure evaluations performed by MA. 8

9 CA: Desk checks and on the spot checks Measures taken to improve verification performed by the CA: The analyses and evaluation of the IB procedures were expanded including also performing on- the- spot checks, verification of double financing, verification of public procurement, verification of state aid rules and de minimis; The checklist for the verification of randomly selected reimbursement claim was updated including verification of public procurement and double financing; 9

10 CA: desk checks and on the spot checks (II) To get assurance that proper project selection process is in place and state aid rules are respected, the CA plans to do the verification at the MA level (in the end of April we have performed checks at the MA- have analysed their procedures and done random checks on MA actions in project selection phase and MA actions regarding state aid rules in the process of elaboration of CoM regulations on activity, the analysis of the reports of supervision of on-the –spot verifications. We have also received expanded MA report and plan to perform additional checks) To get assurance that the IB provides all necessary information in its confirmation which should be taken into account for certification purposes, we have done verification of the process established by the IB for preparation of confirmation. 10

11 05 December 2012 Audit Authority EU Funds Audit Department Ministry of Finance 11

12 Contents Overview of systems and operations audits, in particular: eligibility, public procurement, state aid and financial engineering: 1.System audits (ACR 2012) Implementation of the system audit plan State aid system audit Public procurement system audit 2.Audits of Operations (ACR 2012) Sample of audit of operations Results of audit of operations Complementary audits of operations 12

13 System audits (ACR 2012) 13 ACR Year Type of auditsApproach 2012 System audits -All Institutions involved in EU funds administration -Key requirements and criteria with highest risks Horizontal system audits -Public procurement -IT systems -State aid -Financial engineering

14 Management and Control System Audits for the Period from to Annual Control Report 2012 Horizontal system audits 1.ERDF, CF, ESFProcurement system audit (managing authority/ responsible authorities/ cooperation authorities) Done DP/2DP/3DP-IEP-12/9 2.ERDF, CF, ESFState aid system audit (managing authority/ responsible authorities/ cooperation authorities) Done DP/2DP/3DP-VI-12/2 3.ERDF, CF, ESFIT system audit (managing authority/ responsible authorities/ cooperation authorities) Done DP/2DP/3DP-IT-11/49 4.ERDFThe Ministry of Economics – Financial engineering Contradictory procedure 1DP/2DP-EM/LIAA-11/54 System audits 5.ERDF, CF, ESFCertifying authority and Paying authority Combined in one recommendation follow up and action plan review audit Done DP/2/DP/3DP/-VI/SEI-12/11 6.ERDF, CF, ESFManaging authority 7.ERDF, CF, ESFThe Ministry of Environmental Protection and Regional Development Done DP/3DP-VARAM-12/14 8.ERDF, ESFThe Ministry of Science and Education and State Employment Agency Done DP/2DP/3DP-IZM/VIAA-12/1 9.ERDF, CF, ESFThe State Regional Development Agency Done DP/3DP/VRAA-12/4 10.ERDF, ESFLatvian Investment Development Agency Done DP/2DP/3DP-LIAA-12/3 11.ERDF, ESF The Ministry of Health (System audit in The Centre of Health Economics is cancelled due to the institution liquidation) Done DP/3DP-VM-12/6 12.ERDF, ESFThe Ministry of Welfare and State Education Development Agency Done DP/3DP-LM/NVA-12/12 13.ERDF, CF, ESFThe Central Financing and Contracting Agency Done DP/2DP/3DP-CFLA-12/8 14.ESFThe State Chancellery and Society Integration Foundation Done DP-Vkanc/SIF-12/16 15.ERDFThe Ministry of Culture Done DP-KM-12/15 16.ERDF, CFThe Ministry of Transport Done DP-SM-12/18 17.ERDF, ESFThe Ministry of Economics Done DP/2DP/3DP-EM-12/17 18.ERDF, CF, ESFThe Public Procurement Bureau Cancelled Included in the procurement system audit 14 Implementation of the system audit plan

15 State aid system audit AA got assurance that: State aid are identified at the EU funds planning stage. All EU funds regulations are harmonised with State aid control department. State aid are controlled during EU funds project implementation stage, but the «grey area» are state aid controls outside EU funds. 15

16 Procurement system audit In order to strengthen public procurement controls, ex-ante checks have been implemented in Ex-ante checks of procurements have positive impact as they: –are preventive – legality of procurement is checked before the public procurement agreement is signed; easy to correct deficiencies, no irregularities. –reduce mistakes in public procurements: 67 % of public procurements contain deficiencies and mistakes, that have been detected and corrected at the stage of ex-ante check. Recommendations in order to: –improve the methodology and supervision of ex-ante checks –increase the amount of ex-ante checks –facilitate the quality of public procurement documents and process (e.g. standartised forms, training of the beneficiaries) 16

17 Audits of Operations (ACR 2012) 1.ESF Audit of Operations (expenditures declared during 1st half of the year 2011 ) Done AI/SAI-ESF-11/41 2.ESF, ERAF, KF Audit of Operations (expenditures declared during 2nd half of the year 2011) Done AI/SAI-ESF/ERAF/KF-12/5 3.ESF, ERAF, KF Complementary Audit of Operations (due to sample of regular audits representativeness) Contradictory procedure PDR-12/19 4.ERAF, KFComplementary Audit – Follow-up of advance payments Contradictory procedure PDR-ERAF/KF-12/20 5ERAF, KFComplementary Audit – individually significant units Contradictory procedure PDR-12/ ESF, ERAF, KF Audit of technical assistance project NoVSID/TP/CFLA/08/10/013 Done PDR-TP-12/22 17

18 Sample of audit of operations (expenditures declared during the year 2011) 18 Population size (Expenditure declared during year 2011) Selected sampleExact verified expenditures unitsLVLunitsLVL%unitsLVL% Expenditure declared from till , ,4064, ,4240,31 Expenditure declared from till , ,2922, ,1320,54 Total: , ,6926, ,5522,37

19 19 Results of audit of operations (expenditures declared during the year 2011) Certified expenditures (LVL) Sample (units) Audited expenditure (LVL) Irregular expenditure found within sample Error within sample Expenditures declared from 1 January till 30 June , , ,70 0,09% Expenditures declared from 1 July till 31 December , , ,70,86% TOTAL: , , ,401,26% Main areas/fields of errors: Procurement – 29 cases Publicity – 6 cases Project selection process – 3 cases Storage of supporting documents – 3 cases Eligibility of expenditures – 10 cases Supervision of project implementation – 3 cases Not achieved the objective of the project – 1 case

20 Complementary audits of operations Representativeness of regular sample 22 units (payment claims) selected since there were several deficiencies found within projects administrated by particular IB Follow-up of advance payments 6 units (payment claims) that had been selected within previous regular audits of operations Individually significant units 36 units (payment claims) within 10 projects that are considered as high risk projects Results are under contradictory procedure 20

21 1.Management and control system 2.Closure and strategic reporting 3.Evaluation 4.Communication strategy 5.Any other issues 21

22 By – establish national working group for closure issues (LV experience from previous period) + formal work plan – proposals to EC for dividing projects into phases (on-going examination of major projects) – submit to EC modification of the financing plans (most probably necessary for overcommitments) – submit to EC last interim payments – submit to EC closure documents (Application of the final payment; final report; closure declaration supported by final control report) 22 Closure and strategic reporting According to EC Guidelines & MA plans

23 Plans and progress of preparation of Strategic report The preparation of strategic report is at final stage (coordination procedures): – 10 th of December, Strategic Report is submitted MC for comments – 17 th of December, MC makes necessary amendments in report regarding the comments by MC –21th of December, final version of Strategic Report and related annexes is uploaded in SFC system The current architecture of the report corresponds to main indicative points set out in the Guidance note 4 main chapters + conclusions and annexes: A.The socio-economic situation and trends B.Achievements and future prospects C.Progress and challenges in implementation of the agreed priorities and strategy D.Examples of good practice

24 Contents of Strategic report The socio-economic situation and trends a)Effect of cohesion policy on GDP growth, employment, inflation b)Trends in territorial disparities and social situation among most vulnerable groups. Achievements and future prospects a)Contribution of OPs to different strategies and planning documents (NSRF, EU 2020). b)Financial performance and achievement level of core indicators Progress and challenges in implementation of the agreed priorities and strategy a)Impact of economic crisis and policy response regarding OPs b)OPs contribution in recovery with respect to financial stability Examples of good practice

25 1.Management and control system 2.Closure and strategic reporting 3.Evaluation 4.Communication strategy 5.Any other issues 25

26 Overview of evaluations carried out in 2011 and YearEvaluation Responsible institution 2011Evaluation of the results and impact of EU funded investments in the field of education and science, active labour and support to business during the period of in order to streamline further investments in the area (ex-post evaluation) MoF 2011Mid-term evaluation on implementation efficiency of NSRF priorities, measures and activities in the EU funds programming period MoF 2011Evaluation of the impact of EU funds on the economy of Latvia MoF 2011Evaluation of the EU funds impact on implementation of Horizontal priority "Equal Opportunities" defined in planning documents MoW 2011Evaluation of the horizontal priority "Information Society" MoEPRD Evaluation of EU fund impact on territorial development in Latvia in the period MoEPRD

27 The main conclusions from the mid-term overall performance of the institutions involved in EU funds management has been successful support of EU funds has been successfully adjusted to the negative changes of economic situation of Latvia, ensuring additional financial resources for the areas which have experienced the most rapid fall during the economic recession EU funds support coincides with the Latvian medium-term strategic development tasks as well as with the EU 2020 targets approximately 80% of the active and completed activities/sub-activities achieve or have achieved the monitoring indicators and aims set for them at the beginning of the planning period. 27

28 The main recommendations for from the mid-term centralization level of the EU funds management system has to be increased focus more on a results-based approach, achieving direct correlation between the objectives and the achievement of specified indicators implementation of the measures of the promoting the employment must be connected with actual needs of education system contributing support to students from higher education institutions for their participation in professional practices development of the professional skills for students from higher and vocational education systems must be especially promoted in sectors where is the highest rate of the unemployment 20–24 years old young people 28

29 Planned evaluations MA plans to carry out 4 evaluations in 2012, 2013: 1.Ex-ante evaluation of OP for programming period 2.Evaluation on data availability for impact assessment of EU CP of programming period Evaluation of EU CP management and monitoring systems 4.Active labour-market measures 29

30 Quality control, improvements More result-oriented CP after 2013, increasing the role of evaluation Quality of evaluations always has been important aspect to Latvian authorities Evaluation became integral in policy making process only after Latvia’s accession to EU 2 main issues: –Dissemination of the evaluations results –Strengthening of evaluation capacity 30

31 Dissemination of the results I Recommendation implementation plan (RIP) RIP (excel file) essential value and level of relevance, responsible institution, deadline for implementation (if possible), state of play and planned actions, implementation status and result. MA updates RIP twice a year before MC on base of information from the steering group. 31

32 Dissemination of the results II Effective way of dissemination – publicity and discussions Publications of evaluations Conferences on strategic evaluation results: impact evaluation, ex-posts, mid-term, horizontal issues, CP priorities. Political discussions on evaluation results to improve/ simplify process or to make better choice 32

33 Strengthening of evaluation capacity – measures carried out (I) In November 2012, seminar „Measuring Tools and Evaluation Techniques for EU Funds” In May 2012, MA in co-operation with European Commission organized discussion where new indicator system and results from the pilot study about result indicators were discussed On 14 th and 15 th of December, MA organized EU funds seminar on impact evaluation methods On 1 st December 2011, MA organized training for the Society Integration Foundation on evaluation methods In September 2011, MA organized capacity building work-shop for the members AWGTE. 33

34 Strengthening of evaluation capacity – planned activities (II) MA plans to organise 2 evaluation capacity building activities in 2013 Regarding suggestions of MA, State Chancellery, at the start of 2013, plans to organize the seminar on EU funds’ evaluation indicators and necessary data for programming period MA will prepare the guidelines of EU funds’ indicators to increase methodological support for interested parties 34

35 1.Management and control system 2.Closure and strategic reporting 3.Evaluation 4.Communication strategy 5.Any other issues 35

36 Review of activities carried out (I) 2011 activities as per AIRs activities: audio visual: –26 min. TV programme ‘Eurobus’ on national TV, 22 broadcasts in 2012 (MA)‘Eurobus’ –15 min TV spots on Latgale regional TV about Latgale region’s development (MoEPRD) –Photo&video archive on 20 transport projects (MoT) –3 min. radio spots ‘Europe-Funds’ on national radio, 72 short stories in 2012 (MA & SEDA) 36

37 2012 activities: articles: –12 feature articles to promote national science / monthly magazine Illustrated Science (MoES) Illustrated Science –5 success stories of entrepreneurs / monthly magazine Klubs (LIDA)Klubs –8 publications of investments in health area in a national newspaper Latvijas Avīze (MoH) Latvijas Avīze 2012 activities: conferences, seminars, publications: –3 regional forums Industrial policy & support to businesses –annual business forum, EU Funds implementation conference, yearly conference on e-administration –Project application and implementation related seminars –annual review „Regional development in Latvia” 37 Review of activities carried out (II)

38 2012 activities: www, media –Map of ESF&ERDF investments in education & scienceinvestments in education & science –web portal –Electronic newsletters –Maintaining & SF sections of related wwwwww.esfondi.lv –media relations, twitter accounts 38 Review of activities carried out (III)

39 Major event of 2012 Open days of ESF, ERDF and CF projects,Sept. 8-9Open days of ESF, ERDF and CF projects Whole territory of Latvia, access to 170 ESF, ERDF and CF projects ~3170 visitors 39 Review of activities carried out (IV)

40 Planning for next year and update of the Communication strategy Proposals for the communication plan of OPs for 2013 to be submitted by all ESF, ERDF, CF institutions and Regional SF Information Centres until and to be approved by the MA until Update of the Communication strategy conditional upon approved modifications in the CoM Regulation for implementation of the TA (expected in January 2013) regarding the TA allocations; consecutively modifications in TA projects updating TA budget and indicators for communication 40

41 Success stories and failures + 12 feature articles to promote national science / monthly magazine Illustrated Science Illustrated Science + 5 success stories of entrepreneurs / monthly magazine KlubsKlubs + Creation of an innovative communication tool – map of SF investments in education and science areamap of SF investments in education and science area + Creation of a web portal Open project days: + a good number (170) of ESF, ERDF and CF projects for public visits - didn’t attract a big number of participants regardless the informational activities provided by the MA and regions -more involvement of municipalities needed to offer attractive activities in the project -suggested to complement sites with EAFRD, cross-border projects 41

42 1.Management and control system 2.Closure and strategic reporting 3.Evaluation 4.Communication strategy 5.Any other issues 42

43 Launch event and preparation of the Partnership Agreement Lauch event at 4 th of December. MoF ensure the discussion of Position paper at national level In designing the Partnership Agreement MoF actively cooperates with authorities of Cross- Sectoral Coordination centre, Ministry of Agriculture and Ministry of Environmental Protection and Regional Development 43

44 Thank you! Any Questions? 44


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