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EFFECTIVE MANAGEMENT SYSTEM FOR
EU STRUCTURAL AND COHESION FUNDS
Jana Trošt United Nations Development Programme
(UNDP)
Zagreb, 15.10.2012
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Content
• Knowing what to do
• Administrative capacity
• Implementing procedures
• Timely planning of activities
• Monitoring and reporting
• Control arragements
• Cooperation with EC and others
• Role of regional and local actors
• Summary of good advices.
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Main institutions involved
• The main institutions involved in the management of structural funds defined through negotiations.
• Detailed division of tasks, between Managing Authority, intermediate bodies have to be prepared in accordance to the framework provided in operational programmes.
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Main institutions involved
The institutions established for the Structural
Funds implementation:
• National Coordinative Body
• Managing Authority
– (Intermediate Body/is)
• Certifying Authority
• Independant Audit Authority
• Beneficiaries
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Knowing what to do
Authorities have to know well:
– what is expected from you
– what are your responsibilities, tasks
– what are obligation towards the European Commission.
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Knowing what to do
• Council Regulation, EuropenC Regulations
• Secondary legislation (directives, conclusions of cases from European Court of Justice)
• National Strategic Reference Framework (indicative document)
• Operational Programmes
• National legislation and secondary legislation
• Good practice
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Knowing what to do
• In EC legislation often writes ‘member state’ has to ensure...
– In these cases it is up to the Croatian authorities to decide which institutions is going to perform a task (expl. eligibility per fund).
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Administrative capacity
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Administrative capacity
• In order to allocate tasks to the institution, you have to have adequate number of qulified staff.
• EU funds always require recruitment of new persons (techinical assistance!)
– Demanding procedures – Many tasks which not done before structural
funds were present in the Member State (ex. management verifications).
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Administrative capacity
• Don’t underestimate the administrative burden of the SF implementation
• Careful planning of staff needs necessary for all the institutions involved
• Timely recruitment of new staff – recruitments take time!
• Clear description of tasks for each employee
• Trainings
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Administrative capacity
• Motivate your staff not to leave!
Avoid:
Too many tasks, not enough people, people start looking for other jobs
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Implementing Procedures
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Implementing procedures
• Many actors involved, huge challenge for a country:
– Clear responsibilities and tasks for each institution
– Definition of tasks between instituions
– Clear tasks for each unit within the institution
– Clear tasks for each employee within the unit.
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Implementing Procedures
• Define procedures
• Prepare procedural manuals
– Check lists (use them!)
• Modify procedures when necessary (learning by doing) – Don’t make a system for modifying too complicated.
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Timely planning of activities
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Timely planning of activities
• Prepare broader plan for the whole period, detailed plan on a yearly basis (N+2, N+3).
– For each priority axis (sectors covered by EU funds within operational programmes)
• Inform potential beneficiaries about plan, they can prepare projects in time
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Timely planning of activities • Make estimates on
– when contracts will be signed?
– When payments from beneficiaries are expected?
• Define, for what actions calls for proposals, direct grants and public procurement procedures will be implemented. Estimate time neede for every call.
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Monitoring and Reporting
The Managing Authority must have a monitoring system in place in order to know:
– How the implementation in advancing? Is there any danger for decommitments?
• Early detection of problems, delays crucial!
– Are the results from the implementation reaching the goals within strategic documents?
– Computerised system!
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Monitoring and Reporting
• Each institution must establish efficient reporting system within and between institutions.
– When employee discovers that the implementation doesn't go according to the plan, it must be clear to the person to who and in what time framework he/she must report about the problem.
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Monitoring and Reporting
• Any deviation from the plan has be to detected at early stages in order to be able to react and not to lose time (N+3, N+2 rule!).
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Controls
• Prevent, detect, correct..
• New task – management verification!
• If any mistake, irregularity is find by the employees who perform these controls, it is easy to correct. No funds lost!
• All other controls are ex post, after the invoices are already paid.
– Harder to correct and modify things once the invoices are already paid.
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Great procedures…where are projects?
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Projects, project, projects
EU funds absorbed only through succesful implemented projects (reimbursement!)
– Projects should be a result of sound planing
– Project teams
– Major project takes time to prepare (more than a year), EC needs to approve them! Start now!
– Smaller projects, many problems, huge administrative capacity..
• BUT crucial for development!
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From a vision, a plan to a project
At regional / local level:
– Vision…
– Strategic development plan at local/regional level
• Integrated d (urban/rural) evelopment plan! How much does it cost?
– Involvement of relevant partners (private sector, educational institutions, NGOs, minorities..)
• Owned by the citizens, public consultations
• EU legislation (Environment!)
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Administrative capacity - Beneficiaries
• Responsability of Managing Authority to ensure that beneficiaries know what and how to do on tasks related to EU funds:
– Do beneficiaries have necessary administrative capacity, staff, exprtise, information..?
– Capacity to prepare projects and to implement them (expl. public procurement, audit trail, publicity)
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Cooperation with EC
• Share with the EC information about your implementation process.
– If they know about your problems, they can help!
• Make use of your contact points within the EC! They have access to broad range of experts for specifi issues, if needed!
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Cooperation with other institutions
• Make use of all existing capacity, knowledge, practice, expertise, experiences within the country!
– There are several good practice projects and good expertise in Croatia!
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Summary of good advices
• Aministrative burden of EU funds often underestimated
• To spend EU funds, you must first invest money!
• Recruit enough persons, train them and motivate them that they won’t start looking for new jobs
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Summary of good advices
• Make procedures as simple as possible
• Mangement verifications are your safeguard
• Efficient monitoring and reporting system (good coordination within and between institutions!)
• Early detections of problems can save millions!
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Summary of good advices • Evaluate capacity of beneficiaries. Make sure
that they are capable of performing their tasks.
• Prepare project pipeline – Major projects
– Smaller projects
– Overbooking!
• Provide assitance to beneficiaries - Huge implementing burden for Bs
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Summary of good advices
• Stay in regular contact with the EC, don’t hesitate asking them for an advice!
– Your problems are their problems!
• Make use of all existing capacity, knowledge, practice, expertise, experiences within the country!
– Activate all resources within the country!
• Learn from others...
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United Nations Development Programme (UNDP)
• More than 10 years of experiences in Croatia
– Assisting government, regional actors, local authorities in strategicic preparation, project development, project implementation
• Team of more than 100 persons working daily on projects preparation and implementation
• Good network in Croatia (3 regional offices Zadar, Split, Petrinje)
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UNDP • Covering wide field of actions
– Local Development – Green energy and energy efficiency – Social inclusion – Justice and human security.
• Good network in Croatia (3 regional offices Zadar, Split, Petrinje)
• Several success stories
Committed to assist Croatia to make
best use of EU funds !
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Thank you for your attention.
Jana Trošt
For further information and assistance