MONITORING ERASMUS – MUNDUSALENA KURUCZOVA NITRA, 16 AUGUST 2007AGRICULTURAL PAYING AGENCY

CONTENT 1. Role of APA 2. Monitoring, Monitoring system, Logic of intervention, Indicators 3. Case study 4. Monitoring in APA, practical examples

APA Entry to EU – CAP The only agency in Slovakia providing supports to the sectors of agriculture, forestry and fisheries Currently implemented programmes and measures: EAGGF Guarantee EAGGF Guidance FIFG National supports – Decree of Minister yearly – paid out approx. 17 billion SKK (425 million €)

SOP A-RD Objective 1 RDP Objective 2 Implementation of the SOP A-RD and RDP NUTS II level

BASIC LEGISLATION Council Regulation (EC) No 1260/1999 laying down general provisions on the Structural Funds Council Regulation (EC) No 1257/1999 on rural development financing from EAGGF Council Regulation (EC) No 1263/1999 on financial instrument for fisheries guidance (FIFG ) Council Regulation (EC) No 1698/2005 on support for rural development by the European Agricultural fund for rural development ( ) – Sectoral Operational Programme –“Agriculture and rural development“ – Rural Development Plan – Methodological Working Paper 3 –Indicators for Monitoring and Evaluation (EC)

MONITORING

MONITORING involves the collection, analysis, communication and use of information about the project’s progress, should highlight strengths and weaknesses in project implementation and enable responsible personnel to deal with problems, improve performance, build on successes and adapt to changing circumstances.

MONITORING SYSTEM Monitoring systems and procedures should provide the mechanism by which relevant information is provided to the right people at the right time to help them make informed decisions

PRINCIPLE OF GOOD PRACTICE (Monitoring system) Keep the users of information clearly in mind Build on local information systems and sources Collect only the minimum amount of information required Triangulate There must be a plan against which performance can be assessed Before project/programme implementation

MONITORING IN A PROJECT CYCLE Aid Delivery methods: Volume1:Project Cycle management. Brussels: Guidelines. March PROGRAMMING 2. IDENTIFICATION 5. IMPLEMENTATION 6. EVALUATION 3.FORMULATION 4. FINANCING

SLOVAK EXAMPLE YEARSAPARDSOP RDP Implementation, Mid-term evaluation Programming, Identification, Formulation, Financing,Implementation 2005Implementation - monitoring Implementation 2006Implementation - monitoring Programming, Identification, Formulation, Financing, Ex- ante evaluation 2007Monitoring, Ex- post evaluation Implementation - monitoring (Implementation) 2008MonitoringImplementation - monitoring Implementation –monitoring, on going evaluation

LOGIC OF THE INTERVENTION 1.Setting of objectives Operational objectives Specific objectives Global objectives 2. Financial allocation Bottom - up or top-down

INTERVENTION LOGIC OF A PROGRAMME Impacts Results Outputs Programme operations Inputs Operational objectives Specific objectives Global objectives Programme objectives

INDICATOR Specific Measurable Available/Achievable Relevant Time

INPUT INDICATORS Budget allocated to each level of the assistance Eligible costs in SKK, EUR of which: co-financing of EU co-financing of state budget of which:eligible costs in individual regions, on priorities, measures, programme ALLOW FINANCIAL MONITORING

OUTPUT INDICATORS Activities, measured in physical units No of supported firms Ths. Liters of pasteurised milk Kilometers of newly built roads No of built stables No of participants in training

RESULT INDICATORS Direct and immediate effect brought by a programme. They provide information on changes. Increase of production of pasteurized milk in % Increase of production capacity in % % of trainees successfully completing the course (men/women) Decrease of transport costs

IMPACT INDICATORS Consequences of the programme beyond the immediate effects on its direct beneficiaries. Global or specific No of safeguarded and created jobs a year after the project realisation (specific impact) No of nights sold per year in assisted accommodation –after year Increase of GDP/per capita in the region (global impact) Decrease of unemployment

Example: Possible indicators for a major infrastructure project (road construction) DescriptionIndicators Specific impact Global Increased safety Increase in socio- economic activity Decrease of accident rate by 15 % Increase of regional GDP per capita by 5% Result Reduce journey time and transport costs Time saving in 20 min. Cost savings by 15% Output Construction of road10 km of constructed road Zdroj: Working Paper 3.

Example -Intervention logic

MONITORING & EVALUATION INPUT OUTPUT RESULT IMPACT MONITORING EVALUATION

MONITORING & EVALUATION INPUT OUTPUT RESULT IMPACT MONITORING EVALUATION

MONITORING AND EVALUATION Summary WHO? WHO? Internal management responsibility WHEN? WHEN? Continuous WHY? WHY? Check progress, take remedial action, update plans LINK TO LINK TO :input, output, result WHO? WHO? Usually incorporates external inputs WHEN? WHEN? Periodic WHY? WHY? Learn broad lessons applicable to other programmes/projects and as an input to policy review LINK TO LINK TO : result, impact

RESPONSIBILITY FOR MONITORING Managing authority and Monitoring Committee with the help of physical and financial indicators

Team work

MONITORING IN APA Agreement on Delegation of competencies between MA and APA Responsibility – Monitoring division of APA

ORGANISATION CHART

MAIN ACTIVITIES OF MD Monitoring of projects, measures, programmes Statistic, Reporting Indicators

DATA SOURCE Application forms Monitoring reports List of : – Approved projects – Rejected projects Additional information from beneficiaries Information from authorisation division and paying section

MONITORING OF PROJECTS – MONITORING REPORTS SAPARD – Reports every 6 months – 5 years after finishig the project (Statement of Finances & Declaration of taxes) SOP &RDP - Reports yearly - Last report after 1 year of the finishing the project RDP Reports after the finishing of a project

MAIN REPORTS Standard monthly reports“:  List of submitted, approved, rejected, finished, projects and payments  Summary table of the commitments and payments  Evaluation of calls for submission of applications Reports for on-going and annual reports about implementation of SOP a RDP:  SOP – tables according to the requirements of MA CSF  RDP - tables according to the requirements of MA (Rural Development Dep.) Progress report for Fishery  requirement from DG FISH (annual) „Brussels monitoring tables“  Common indicator tables for monitoring rural development programming (DG AGRI) – annual  For SOP and RDP Unexpected, irregular and immediately needed reports

Practical example - Collection of indicators Measure Investment in agricultural holdings Planned value of indicators Part of application form Planned value of indicators Part of application form Real value of indicators Monitoring report from beneficiary Real value of indicators Monitoring report from beneficiary

Practical example of indicators – Supplementary monitoring data (Common indicator table for monitoring rural development programming) I. Part of applications form Different for each measure

Practical example of indicators – Supplementary monitoring data (Common indicator table for monitoring rural development programming) II.

INFORMATION / REPORTS FOR: Management of APA EC Beneficiaries &Public Managing authority Ministry of finance, Office of Governement Others on request

INFORMATION SYSTEMS SAPARD – „ISAS“accounting system SOP – „ITMS“, centraly prepared by the MA CSF RDP – „IS PLUS“

REASON FOR ITMS  System implementation: - entry condition for SR to EU, - providing full support for whole process of management of structural founds and cohesion fund; - securing of consistence and transparency of whole process  System preparation: MA CSF - Ministry of Construction and Regional Development in cooperation with the Ministry of Finance of SR  System provision – public international tender – winner: SIEMENS BUSINESS SERVICES  System development from

DESCRIPTION OF ITMS ITMS comprises the following processes: 1. Programming process: registration, evaluation and selection of project proposal, contracting 2. Monitoring process: monitoring of financial and progress indicators, reporting 3. Financial management process: applications for payment, certification

SYSTEM USERS COMMUNITY SUPPORT FRAMEWORK (CSF) Operational programmes   SOP Agriculture and rural development   SOP Industry and Service   SOP Human Resources   OP Basic Infrastructure Joint Programme Documents   JPD Objective2   JPD Objective 3   JPD EQUAL   JPD INTERREG III A, B, C Cohesion Fund System users: Managing Authority, Intermediate body under managing authority, Paying Authority, Paying Unit, Controls,...

Modules of ITMS   System administration   User tools   Administration tools   Program structures   Applicants / Beneficiaries   Projects   Monitoring   Financial operation   Internal audit   Control Change password:Handbook:

Practical examples -SOP

Practical example – young farmers

Practical example – regional structure, number of projects

Practical example – regional structure, eligible costs

APPROVED PROJECTS SOP & R-DP ZILINA TRENCIN TRNAVA BRATISLAVA ths.EUR NITRA BANSKABYSTRICA PRESOV KOSICE 342/ / / / / /69 959

Th ank you for your attention ! Agricultural Paying Agency, Bratislava, Slovakia