Province Coordination and Monitoring System (İKİS)

1. Province Coordination and Monitoring System (İKİS) General Directorate of Regional Development and Structural Adjustment

2. Presentation content • Needs • Purpose and Components of İKİS • Software Specifications • System Data • System Framework • Expected Benefits • Surpassed/Completed Phases • Forthcoming Phases • Expectations

3. Needs • Lack of updated, sustainable, standart and reliable local information source • Lack of effective communication platform between local and central government • Lack of institutional capacityatlocal level • (planning, coordination, monitoring and evaluation)

4. Purpose of İKİS: • To generate a common information and communication platform to support; • Coordination and monitoring processes in provinces, • Central - local communication • Participation of the local stakeholdersin planning process.

5. Components of İKİS: Institutional Structuring: Strengthening Province Planning and Coordination Directorates (IPKM) and activation of Provincial Coordination Boards (IKK) Processes and rules: Researches, suitable data sets and guidelines (İKİS R&D) Information and Communication Platform: İKİS Software.

6. Foreseen Software Specifications(1) • Web based allaround accessable. • Stratfied access as admins, central and province levels. • Autonomous structure managed by İPKM in provinces. • Strengthed by decision support systems and analyses • Benchmarking • Gap analysis and plugging • Trend analysis • Specialized reports besides standard graphics and reports supported by GIS.

7. Software Specifications(2) • Data sets which feed decision making processes. • Diminishing duplicated data entries through integration of systems. • Ability of improving data sets and interfaces by admin. (SPO)

8. Foreseen System Data(1) • Thematic /sectoral inventory and needs information : Related institutions have; • Human Sources(Number of Doctors) • Real estates e.g. buildings, lands (Bed number) • Vehicle, Material and Equipment (MR, Ambulances) • Places that are not covered with adequate service: (Number of towns that lack health care center, number of hospitals that lack medical expert) • Thematic/sectoral problems and solution proposals: Basic problems that are concentrated in a specific location (Intensive cancer incidents) solution proposal by local actors (with time, resource and method proposals)

9. Foreseen System Data(2) • Thematic/sectoral monitoring (performance) indicators: Services that are produced with already established resources: Patient numbers, number of dispatched patient inprovince and outprovince, financial resources (SGK, greencard, private…), preventive services (vaccines) • Province investment projects: • Central Government Budget • Local administiration allowances • Cental programmes(KÖYDES, EU Programmes...) • State-Citizen cooperation projects • Private sector investments that are incentive or important for the province

10. Foreseen System Data(3) • Basic Project Information: Fiscal and physical aggregates, target group, economic life, plan and annual programme, Medium Term Programme (which axis,which measures) and relation with regional programmes. • Project Monitoring Information: Fiscal and physical realizations, problems and solution proposals (time, resource and method) • Information about Project to be proposed: basic project information, feasibility situation, central institutions, provincial sights to be shared with SPO and prioritization • Agendas of ProvinceCoordinationBoard meetings, minutes, situations of previous period precautions, invitation and participant lists.

11. System Framework SPO ministry Institution National Coordination ministry ministry Institution İ K İ S System Management Vertical Coordination Governorship (Provincial Planning and Coordination Directorate) provincial directorate Provincial unit Horizontal (Local)‏ Coordination provincial directorate Regional directorate provincial directorate

12. Expected Benefits • To strengthen coordination and cooperation function of governorships and province coordination boards in provinces (horizontal coordination) • To activate coordination between central institution and ministries and their provincial units (vertical coordination) • To ensure the opportunity for consistency check for central level data through data provided from local (The system is going to provide opportunity to check consistency of central based information by local based information) • To incorporate demands and expectations of local actors into decision making process of planning and implementation at central level (Local actors’ requests and expectations will be incorporated into decision making processes of planning and application phase at central level)

13. Surpassed/Completed Phases (1) • The project idea matured at the end of 2006 • In 2007 system opened for testing to collect Governorship opinions and provincial project proposals • Sectoral and project data sets in provinces were designated in a narrow scoped way and were opened for testing in 2008 • A meeting headed by SPO was arranged to gather sights upon IKIS from ministries and cenral intitutions

14. Surpassed/Completed Phases (2) • A meeting was arranged for system introduction and gathering opinions of 81 Provincial Planning and Coordination Directorates (3 days) • A meeting was arranged for system introduction and gathering opinions of deputy governors from 81 Provinces (2 days) • Gathered requests and opinions: Extending the coverage of system and providing more flexibility to local actors • Need for professional software and R&D support arose

15. Surpassed/Completed Phases (3) • Meetings with TÜBİTAK software development group (November, 2007) • One to one negotiations with Ministry of Internal Affairs, Ministry of National Education, Ministry of Health and Turkish Statistical Institude (TUIK) about possible collaboration • Project proposal was submitted to TÜBİTAK KAMAG • It was qualified to be one of the accepted 13 public R&D projects out of 130 that are submitted to TUBITAK KAMAG in 2008 • Project conract was signed and has been executed since 1 March 2009

16. Forthcoming Phases • Upon the approval of SPO, Executive comittee of 7 people will be constituted with representatives from: Ministry of Internal Affairs, TÜİK (Turkish Statistical Institute), TÜBİTAK (UEKAE), TUBITAK, SPO’s Directorate General for Regional Development and Structural Adjustment (BGYUGM), Department of Project Investment, Evaluation and Research (PYDAD) and Department of InformationSociety • Executivecomitteewillmeettwiceperyear • Monthlyprogressmeetingswillcontinue • Workshops will be arranged with Provinces, Ministries, SPO Experts and consultants to determine processes, data sets and reports • Opinions about 3 prototypes produced through the project period will be collected, training programs for user will be organized and user support desks will be constituted • An apporval of Undersecretary of SPO will be granted

17. Sectoral Information Information on Sectoral Inventory and Needs First Provincial Coordination Board period Intends to gather general information about sector Sectoral Monitoring (Performance) Information Intends to learn sectoralproggress and providedservices All Provincial Coordination Board period Sectoral Problems ve Solution Suggestions Intends to learn sectoral problems and solution proposals of local First Provincial Coordinaation Board period

18. Investment (Project) Information Information about projects that take part in current year investment programme Basic Project Information First Provincial Coordinaation Board period Project Monitoring (realization) information Information about situations of realization (implementation) of project during the year All Provincial Coordination Board period Second Provincial Coordination Board period Information about projects to be proposed Information about projects that will be proposed for thefollowing year’s investment program

19. SPO • Prepare and manage system infrastructure • General introduction of system • Train users about the system • Provide coordination and communication among the relevant actors • Share information with relevant actors and open to public • To design a system providing an opportunity for related central institutions and ministries to monitor local demands and solve the problems (To design a system that provides monitoring local’s demands by related central institutions and ministries and solving the problem)

20. CentralIntitutions and Ministries • Make a necessary contribution during the system design (Contribution to system design) • Monitor and meet the local demands • Build the capacity of local units • Adjust (keep in line with) local units’ working procedure and principles to the system • Take necessary precautions to make local branches work in close cooperation with provincial planning and coordination directorates (Take precautions to provide collaboration with local actors and province planning and coordination directorates) • Inform local actors about progresses

21. Province Planning and Coordination Directorate • Ensure collaboration and coordination among relevant institutions in provinces • Monitor investing institutions to enter data into the system on time, exact and properly • Enter data which are obtained from other public service providers into the system • Manage system in the province, solve problems which are encountered during the operation of the system and inform SPO about the unsolved problems

22. Investor Institutions in the Province • Enter information about their related sectors by gathering information from related institutions if necessary, to the system on time, properly and completely • Train the staff using the system • Conduct activities to build institutional capacity • Cooperate with Provincial Planning and Coordination Directorates • Inform Provincial Planning and Coordination Directorate about troubles faced during operation of system