National Program for Preparation to EU Membership (NPPC)

1. Instruments supporting ARR’s accreditationJoanna JasińskaDirector of the European Co-operation Office

2. National Program for Preparation to EU Membership (NPPC) A program passed by the Council of Ministers on 4 May 1999 consists of a detailed description of activities necessary to carry out in order to fulfil membership requirements. Consists of the following catalogues: • priorities (specific activities and tasks), • institutions responsible for their implementation, • implementation timetable, • costs of the undertakings and sources for their financing (internal and external).

3. National Program for Preparation to EU Membership (NPPC) Preparation to implement the CAP was one of the midterm priorities of the „National Program for Preparation to EU Membership” the realization of which required the following: • establishing legal frames allowing the implementation of market schemes in conformance with EU resolutions; • establishing an institutional system able to efficiently apply CAP instruments.

4. Preparatory Strategy for ARR’s integration to the European Union Preparingthe Agricultural Market Agency for the implementation and financing of CAP schemes required adapting a strategy which if carried out efficiently would allow the Agency to obtain full readiness to administer the CAP In 1999 the „Preparatory Strategy for ARR’s integration to the European Union” was passed.

5. Preparatory Strategy for ARR’s integration to the European Union Most important issues requiring immediate solutions were the following: • making a government level decision on the final division of tasks among institutions responsible for the realisation of the CAP, • creating legal frames enabling ARR to carry out a wider range of competencies, • ensuring suitable means in the budget in order to carry out tasks facing ARR on schedule, • cooperating with other institutions participating in preparing to implement CAP schemes.

6. ACCREDITATION STRATEGY In November 2002 ARR took on the „Accreditation Strategy” MAIN OBJECTIVE !!! „In connection with the planned realization of tasks within the scope of the CAP, the Agency set - as its fundamental goal - obtaining the accreditation allowing it to execute the powers of a paying agency.”

7. ACCREDITATION STRATEGY • Legal and administrative activities, • Organisational activities, • Preparing books of procedures for particular schemes within the CAP, • Preparing books of horizontal procedures (flow of documents, registration of participants, registration of applications and tender offers/ bids, human resources management and rotation or intensive control of sensitive posts within the latter), • Working out a book of procedures for the financial and accounting system serving the realisation of tasks resulting from CAP schemes, • Establishing a computer system servicing CAP schemes as well as working out of the book of security procedures for information technology systems, • Working out a book of procedures for the internal audit.

8. Phare programs

9. Preparation to fulfil the role of a paying agency From 1999, with the support of Phare programs, ARR had been preparing to fulfill the role of a paying agency • Phare 1999 - Preparation for the implementation of the Common Agricultural Policy; • Phare 2000 - CAP Common Market Organization; • Phare 2001 - Training for CAP; • Phare 2002: • Implementation of milk quota system in Poland; • Preparation of ARR as a Paying Agency.

10. Preparation to fulfil the role of a paying agency Within the framework of Phare 1999, 2000, 2002, ARR’s employees gained indispensable knowledge about the functioning of CAP schemes in EU Member States as well as general methods for elaborating documentation and details describing the functioning of particular CAP schemes, that is: • Operational-functional models, • Books of procedures, • Forms, • Desk instructions, • Information materials.

11. Preparation to fulfil the role of paying agency EU experts shared with ARR their experience on preparing documentation, provided examples of documents and forms applied in their institutions. Selected ARR employees took part in study visits and/or internships in EU paying agencies during which they had an opportunity to be familiarised with tasks of particular organisational units, to obtain practical knowledge about the realisation of administrating and supporting processes for CAP schemes.

12. „Preparation for the implementation of the Common Agricultural Policy” Phare 1999 Objectives • to prepare the Agricultural Market Agency (ARR) to administrate CAP schemes (excluding direct payments and CAP accompanying measures); • to prepare the Agency for Restructuring and Modernisation of Agriculture (ARMA) to administrate the CAP schemes such as direct payments and appropriate accompanying measures; • to prepare advisory services to support the implementation of the Common Agricultural Policy as part of a coherent structural and rural development policy.

13. „CAP Common Market Organisations” Phare 2000 Objectives • Preparation of sector organisations, agricultural producers, processors and traders to acquire sufficient knowledge to benefit from the instruments and mechanisms of Common Agricultural Policy; • Implementation of an export and import licenses system with regard to agricultural products as well as to full preparation for the implementation of an export refunds system in regard to agricultural and agri-food products; • Creation of a Department (Section) responsible, among others, for monitoring and control of the export refunds system as well as the control of disbursement of subsidies and collection of levies; • Preparation for implementation of CAP schemes in the milk and milk products sector as well as potato starch; • Increase of administration capacities related to the implementation of the CAP in Poland; • Further implementation of institutional infrastructure in the sectors of fruits & vegetables, tobacco and hop.

14. „Training for CAP ” Phare 2001 Objectives • Preparation of market participants, i.e. producers, producers’ groups, processors and tradersto benefit from CAP schemes and instruments administered by ARR • Preparation of the Agricultural Market Agency (ARR) staff and selected employees of the Ministry of Agriculture and Rural Development (MARD) and Inspectorate of Commercial Quality of Agri-Food Products (ICQAFP) for servicing the administration of CAP schemesand instruments • Execution of linguistic training in order to prepare ARR employees to communicate and cooperate with EU Institutions

15. Thematical scope of training on CAP schemes within the scope of Phare 2001 • Over 40 schemes grouped in 23 training modules • Training on CAP schemes on the following markets: • milk and milk products • cereals and potato starch • meat • sugar • plant products

16. Representatives of public administration ARR Headquarters and Regional Branches ARiMR IJHARS Customs Services Veterinary Inspection Recipients of training within the scope project Phare 2001 Representatives of market beneficiaries • Associations for traders, producers, processors • Producers’ groups • Multitrade organisations • Agricultural Advisory Centers • National Advisory Centers for Agriculture and Rural Development • Agricultural Chambers • Organisations for agri-food products’ importers exporters • Agri-food processing plants

17. „Implementation of a milk quota system in Poland” Phare 2002 Objectives • Implementation of the appropriate organisational structure of the Agricultural Market Agency’s Headquarters and Regional Branches for the administration of the milk quota system; • Testing and practical verification of the computer system for the administration of the milk quota system; • Preparation of purchasing entities for monitoring milk purchases, transfer of data, collection of super levies, and collection of super-levies advances; • Preparation of advisors from Agricultural Advisory Centers (AAC), National Advisory Centers for Agriculture and Rural Development (NACARD), including its Regional Centers,to support direct suppliers in keeping registers of production and consumption of milk and milk products in agricultural holdings; • Testing and implementation of the control system of purchasing entities and direct suppliers.

18. „Preparation of ARR as paying agency ” Phare 2002 Objectives • Meeting the requirements of Regulation 1663/95 by ARR concerning accreditation as the paying agency; • Implementation of CAP mechanisms in ARR Headquarters and its Regional Branches; • Implementation of an information system for CAP beneficiaries on particular schemes and instruments.

19. Results of the carried out Phare Projects • Elaboration of initial documentation for CAP schemes and supporting processes • Preparation of ARR Headquarters’ employees for the realisation of new tasks • Strengthening of the equipment infrastructure • Building of a computer system allowing the automatisation of the most important CAP schemes and supporting processes

20. Results of the carried out Phare Projects • Elaboration of books of procedures for CAP schemes, managing and supporting processes • Elaboration of procedures and desk instructions for institutions carrying out delegated tasks for ARR • Working out information brochures, guides, and terms for participation in particular CAP schemes for market participants

21. Results of the carried out Phare Projects • Preparation of market participants to take advantage of the CAP • Preparation of employees of public administration to carry out new tasks arising from administrative service of CAP instruments and schemes • Implementation of the milk quota system • Supporting ARR’s accreditation process to become an EU paying agency

22. Working Groups By way of Regulation of ARR President of 23 April 2002 working groups were appointed in order to carry out tasks connected with preparing ARR to fulfil the role of a Paying Agency within the frame work of Phare projects 1999 and 2000.

23. Working Groups - tasks • Working Groups for preparing CAP schemes • Elaborating an organisational and functional model defining the rules for applying CAP schemes, • Elaborating procedures defining the rules for applying CAP schemes and defining personnel requirements, • Elaborating examples of documents, including contracts, forms, reports and control cards, necessary to administer the given scheme, • Elaborating brochures for producers and farmers describing rules of functioning and terms for participation in the given schemes.

24. Working Groups - tasks II. Working Group for Audit and Control • Elaborating books of procedures for internal audit, • On a regular basis working out control plans for EU regulations on the basis of documents drawn up in Working groups and passed on to the Internal Audit Office, • Determining personnel requirements for the Internal Audit Office, • Assumptions for building IT catalogues for audit’s needs.

25. Working Groups - tasks III. Working Group for the finance and accounting system • Elaborating a functional model for the finance and accounting system, • Elaborating the organisational structure of the Finance and Accounting Office and determining personnel requirements, • Elaborating procedures and desk instructions and examples of documents regarding finance and accounting issues.

26. Working Groups - tasks IV. Working Group for ARR’s organisational and functional model • Elaborating ARR’s organisational and functional structure that would determine the organisational units and a detailed scope of their tasks, • Elaborating procedures and administrative instructions in ARR and elaborating structure of documentation, • Elaborating procedures for the flow of documentation, for their drawing up and storing. V. Working Group for Accreditation • Working out rules for accreditation which would be the basis for the elaboration of procedures and other documentation indispensable for the implementation of CAP schemes.

27. Working Groups - tasks IV. Working Group for IT • Elaborating catalogues of IT requirements based on models, procedures and personnel requirements worked out by the Working Groups. V. Working Group for applying and monitoring regulation No 4045/89 • Elaborating ARR’s organisational and functional model for theanti-corruption unit, • Determining personnel requirements, • Elaborating procedures and desk instructions indispensable for the realisation of tasks.

28. DIRECTOR OF THE EUROPEAN INTEGRATION OFFICE (Supervising the realization of works) WORKING GROUP I WORKING GROUP II WORKING GROUP III … WORKING GROUP… • WORKING GROUP • EMPLOYEES OF SELECTED OPERATIONAL UNITS Leader (An employee of the European Integration Office) Assistant Leader (An employee of an Operational Office) MEMBER MEMBER … MEMBER Working Groups – members & structure

29. Training

30. Training • I category - training in the field of CAP scheme administration principles and training processes - directed towards ARR staff and co-operating institutions, as well as market beneficiaries. • II category – technical training conducted by authorised external bodies allowing to obtain professional qualifications, certified by the certificates, enabling fulfilment of specific tasks e.g. technical services staff training in the field of execution of specific technical activities, for example sample taking, organoleptic products’ control, approval control.

31. Training • III category – improving training aimed at developing and enhancing staff professional skills at different posts. Post- graduate studies undertaken by the staff, courses (e.g. linguistic), technical training courses (e.g. in the field of internal audit, public orders, European integration); workshops and technical meetings fall into this category. • IV category – technical training indispensable to execute professional responsibilities, e.g. trainings in the field of safety and hygiene, software handling. The type of training in which particular employees of different units take or will take part in and its’ subject depend on the activities they perform.

32. European Integration Team

33. Appointment of the European Integration Team By way of Regulation of ARR President of 9 January 2002 the European Integration Team was called upon. Tasks: • Monitoring and supervising all of ARR activities connected with its’ preparations to fulfil the function of a Paying Agency, • Admittance of results of working groups appointed to carry into effect twinning contracts in the frame of Phare projects, • Making proposals for organisational changes and problem solutions in order to improve activities preparing ARR to fulfil the function of a Paying Agency, • Admittance of tendering documents for tender procedures connected with conforming ARR with EU standards.

34. Members of the European Integration Team The European Integration Team consisted of the following members: • ARR Deputy President - Chairman • Director and Deputy Director of the European Integration Office, • Directors of Operational Offices, • Director of the Accreditation Team, • Director of the Finance and Accounting Office, • Director of the Internal Audit Office, and other persons invited by the Team depending on the issues discussed.

35. The Quality Management System

36. Written documentation In order to: • Implement a single standard for all documentation being prepared, • Ensure transparency for fulfilled activities, • Minimise errors and ensure an efficient process fulfilment in 2002, by way of Regulation of ARR President, a decision was made to implement The Quality Management System based on ISO standard 9001:2000.

37. Why ISO? Implementation of the ISO standards, as an instrument supporting ARR’s accreditation process was dictated by its substantial conformity with accreditation requirements defined in Commission Regulation 1663/95.

38. Processes conducted in ARR • QMS, developed in ARR, is based on a process approach. • The process approach is one of the eight rules of quality management on which ISO 9001:2000 is based. • This approach implies, that desirable outcome (aim) is achieved with higher efficiency when the activities and relevant resources are managed like processes.

39. QMS documentation structure • Quality Book; • Books of procedures consisting of: • Main procedures, • Detailed procedures, • Desk instructions; • Other documents used to manage the organisation.

40. Classification of processes in ARR operational – fulfill the basic objectives for ARR - CAP mechanisms and finance and accounting processes managing – point out organisation’s directions (objectives) in order to improve the organisation supporting – are regarded as servicing processes for operational and managing processes

41. Foreseen results of QMS’s implementation in ARR • Improving the transparency of procedures used in ARR in order to fulfil the EC requirements concerning expenditures from the EU budget • Facilitating the maintenance of ARR’s Accreditation as a paying agency • Meeting CAP mechanisms beneficiaries’ expectations towards ARR as well as other participants of the agricultural market • Improving the efficiency of conducted activities

42. Thank you for your attention!