1. IPA Funds Programme Management 12-19 sept. 2011 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey This project is co-financed by the European Union and the Republic of Turkey Monitoring Ankara, 16 september Sacha.Koppert@ecorys.com

2. 2 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 What is monitoring? On going data collection and examination of the inputs, outputs and results of public interventions Management information, basis for management decisions

3. 3 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Use of management information General progress of supported activities Comparison of performance against targets Identification of problems Basis for corrective actions Optimisation of all resources (financial, human,etc.)

4. 4 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Monitoring and the policy life cycle Policy implementation Problem analysis Policy formulation Policy Monitoring

5. 5 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Monitoring and reporting requirements Annual sectoral monitoring and final reports to be submitted to the European Commission and IPA coordinator Timing 30 June Through the Sectoral Monitoring Committee

6. 6 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Content report Progress on indicators Financial data: commitments and expenditure Breakdown per category (per financial agreement) Arrangements to guarantee quality Poblems and measures TA Publicity Major projects

7. 7 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Monitoring through indicators

8. 8 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 The intervention logic Programme operations Outputs Results Impacts Global objectives Specific objectives Operational objectives Programme objectives Inputs

9. 9 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Sources of indicators Context indicators: official statistics (surveys) Programme indicators: output: end-recipients/contractors result: end-recipients, evaluations impact: evaluations

10. 10 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Who is monitoring what and why?

11. 11 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Levels of Monitoring SF IPA MC Sectoral MC OP Operating Structure End recipient/contractor Project monitoring Programme monitoring Project/operations/ priority axis monitoring IPA Coordinator !

12. 12 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Monitoring Committee Is set up in close consultation with partners: partnership principle in practice Chaired by the beneficiary country (e.g.operating structure) Draws up its own rule of procedures in agreement with the OS Representatives of Commission are member

13. 13 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Duties Monitoring Committee Approval proposals for adjustments to the programme Approves selection criteria Periodically reviews programme progress Examines results and achievements, a.o. mid- term evaluation Approves annual reports Proposals for adjustments financial table Proposals for improvement of management

14. 14 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Decision making in Monitoring Committee Only full members can take part in decision making Advisors can partake in discussions Documents to be circulated in time Decision making by consensus Makes decisions on co-financed expenditure only

15. 15 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Human Resources Skills Communication skills Analytical skills Reporting skills Negotiation skills Computer skills (IB)

16. 16 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Systems and tools

17. 17 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Basis monitoring For projects Reports on projects, monitoring visits For groups of operations, priority axis: Reports on projects (aggregated) For OP: Reports on measure and priority level

18. 18 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Tools for management Clear application formats with all relevant information Report formats on all levels (project, OP, if necessary priority axis) Monitoring Information System Important: timely check on completeness and correctness reports

19. 19 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 MIS definition A tool for permanently collecting, processing and presenting data on the implementation of a programme and on the projects within that programme: Any time (on going) Up to date Aggregate data (use of core indicators) Computer/webbased

20. 20 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 (MIS) Monitoring Information System To enable aggregated data from project level to measure, priority level, a good functioning MIS is essential

21. 21 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 What does a MIS look like? Views at all levels of the programme (programme, priority, measure and project) “pyramid structure” Preferable all essential project related data (applicant, priority, measure, running time, etc.)

22. 22 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Monitoring information system (MIS): Should be established at the planning/design phase of the programme Data collection and feeding into the system on an on-going basis Provides the information in a format suitable for management decision-making Enables electronic data exchange with the commission (art 168 IPA IR)

23. 23 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 What comes out of monitoring Planning of budget and actual payments: Budget overruns, underspending ( N+3!), timing and cash flow problems Planned activities and physical progress: delays In realisation indicators stays behind: reasons/bottlenecks (programme management level, FB level) Changes within project design and reasons

24. 24 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Corrective actions If problems are found: corrective actions! Problems on project, measure, priority or OP level What is the cause of the problem? On what level should action be undertaken? Who decides?

25. 25 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Procedure Major change in project: submit revised project plan for approval, who decides should be described in rules of procedure Change on measure level: Monitoring Committee Change on priority level (financially): Monitoring Committee and EC

26. 26 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Problems reporting Reporting discipline end-recipients often lacking (time, contents) Sanctions possible? Delay in reporting end-recipients, means delay in reporting on higher levels Reliability data: basis is data from end- recipients themselves Check as far as possible whether these are realistic

27. 27 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Measures Procedures Monitoring The data and information to be stored at IMIS are based on end recipients declarations and multi- level validation process. Below-stated stages are regularly performed; Declaration of end recipients, Validation by monitoring personnel via regular monitoring visits, Validation by Operating Structures via on-the- spot checks and other monitoring tools.

28. 28 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 On the spot check Preparation: studying all relevant documents and drafting specific questions Connect to risk assessment Inform the end-recipient: make sure relevant docs and persons are available Perform on the spot check

29. 29 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 On the spot check discussion Part of financial management or monitoring? Two types (e.g. NL): (helping the end-recipient by) checking and instructing and discussing the progress and possible problems On the spot check as verification: part of financial management: detailed checklists, preferably alligned with audit authority checklists

30. 30 This project is co-financed by the European Union and the Republic of Turkey IPA Funds Programme Management 12-19 sept. 2011 Exercise Prepare a check list for the first monitoring visit of the world music centre Take contents, procedures, legislation and rules into consideration