This project is co-financed by the European Union and the Republic of Turkey

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 and Evaluation Ankara, 15December 2011 Laura Trofin (PhD): TAT Non-Key Expert , Monitoring and Evaluation lauratrofin@yahoo.com

2. Topics: This project is co-financed by the European Union and the Republic of Turkey SMC reporting and meetings Evaluation: main concepts, types and criteria Interim Evaluations – methodologies Management and ToR for evaluations IPA Funds Monitoring and Evaluation 12-16December 2011

3. Approach This project is co-financed by the European Union and the Republic of Turkey • Useful – from training to semi-coaching • “Theory” – interactive! • Group Exercises – logical, in steps • From formal to…useful • Two “groups”: M&E and other departments – other needs IPA Funds Monitoring and Evaluation 12-16December 2011

4. This project is co-financed by the European Union and the Republic of Turkey Reporting to the SMC: purpose and approach to Implementation Reports IPA Funds Monitoring and Evaluation 12-16December 2011

5. What is a report? This project is co-financed by the European Union and the Republic of Turkey • Narrative exercise • Comprises, in a concise but comprehensive format, necessary info re your programme • Based on management, implementation and monitoring • Analytical to a more limited extent – facts • ?procedures? IPA Funds Monitoring and Evaluation 12-16December 2011

6. Why to report? This project is co-financed by the European Union and the Republic of Turkey • Formal request or beneficial? • Accountability – requirements respected by the OS (financial sound implementation, efficient, effective) • Serving the decision-making process (* not SMC…) • Communication tool? IPA Funds Monitoring and Evaluation 12-16December 2011

7. IPA Implementing Regulation - OS (1) This project is co-financed by the European Union and the Republic of Turkey • Art. 169: yearly/final sectoral implementation report to IPA NC and EC; examined by the SMC first • CONTENTS: • a) the quantitative and qualitative progress made in implementing the OP, PAs, Ms& (g)operations vs. targets, with a quantification - when possible, using the indicators at the appropriate level. • HRD the statistics broken down by sex*; IPA Funds Monitoring and Evaluation 12-16December 2011

8. IPA Implementing Regulation – OS (2) This project is co-financed by the European Union and the Republic of Turkey • b) the financial implementation of the operational programme - each priority axis and measure • total expenditure paid out by the final beneficiaries and included in payment applications • total expenditure actually committed and paid out by the national fund (link committed budget operations -payments) • total payments received from Commission • c) the indicative breakdown of the allocation under the IPA Regulation, by categories IPA Funds Monitoring and Evaluation 12-16December 2011

9. IPA Implementing Regulation – OS (3) This project is co-financed by the European Union and the Republic of Turkey • d) the steps taken by the operating structure or the sectoral monitoring committee to ensure the quality and effectiveness of implementation, in particular: • (i) the monitoring and evaluation measures, including data collection arrangements; • (ii) a summary of any significant problems encountered and any subsequent measures taken; • (iii) the use made of technical assistance; • (e) the I&P activities; • (f) progress and financing of major projects; IPA Funds Monitoring and Evaluation 12-16December 2011

10. IPA Implementing Regulation – NIPAC This project is co-financed by the European Union and the Republic of Turkey • Art. 61 of IPA IR: annual and final reports on the implementation of assistance under the IPA Regulation. • shall synthesise the different sectoral annual reports issued under the different components and shall include information about: • (a) progress made in implementing Community assistance, in relation to the priorities set up in the multi-annual indicative planning document and the different programmes; • (b) financial implementation of Community assistance. IPA Funds Monitoring and Evaluation 12-16December 2011

11. IPA regulation - EC This project is co-financed by the European Union and the Republic of Turkey • Title III, Art. 13: Com-Parl; each year a report on the implementation of Community assistance under IPA. • The report shall contain information on the: • actions financed during the year and on the • findings of monitoring work, and shall give an • assessment of the resultsachieved in the implementation of the assistance IPA Funds Monitoring and Evaluation 12-16December 2011

12. Reports structures

13. Group exercise 1 This project is co-financed by the European Union and the Republic of Turkey • Structure and topics to be addressed by the AIR • THINK ABOUT: • Purpose of the report • Target group(s) of the report • Information obligatory to be reported on IPA Funds Monitoring and Evaluation 12-16December 2011

14. TOPICS to be addressed by AIR (1) This project is co-financed by the European Union and the Republic of Turkey • Programme context – socio-economic and institutional, which might influence, from OUTSIDE (EXTERNAL), the implementation of the programme (PD*) • Financial progress: per programme, priority, measure – allocated vs. contracted and allocated vs. paid funds (by beneficiaries, by NF, by Commission) (built up from project level) (FCD) • add other projects in the pipeline (preparation, programming, tender documentation preparation) – these are “further” info • Physical progress: per programme, priority, measure, horizontal – targets vs. achieved values (built up from project level) (MD) IPA Funds Monitoring and Evaluation 12-16December 2011

15. TOPICS to be addressed by AIR (2) This project is co-financed by the European Union and the Republic of Turkey Qualitative analysis – at project level - meant to present the “results” of projects, not captured by indicators – particularly important in projects with intangible results as well as good practices (to be replicated), innovative approaches/results, successful/less successful projects (risks) concise (PD) A qualitative and effective implementation Programme implementation steps: programming, feeding into the project pipeline (calls/direct negotiations/approval of OIS), contracting, project implementation (activities and financial - reporting), control, audit, monitoring, evaluation Coherence and Complementarity Major projects TA I&P Problems encountered and measures taken IPA Funds Monitoring and Evaluation 12-16December 2011

16. This project is co-financed by the European Union and the Republic of Turkey Sectoral Monitoring Committee IPA Funds Monitoring and Evaluation 12-16December 2011

17. SMC – purpose and main features This project is co-financed by the European Union and the Republic of Turkey • Overall, it should satisfy itself as to the effectiveness and quality of the implementation of the programmes and operations concerned • It may make proposals to the Commission and the national IPA coordinator, with a copy to the national authorising officer, for decisions on any corrective measures to ensure the achievements of programme objectives and enhance its efficiency • Reports to the IPA Monitoring Committee • Mandate set out by the Commission - co-chaired by the head of the operating structure and the Commission • Decisions – consensus or simple majority of the present voting members IPA Funds Monitoring and Evaluation 12-16December 2011

18. SMC – main tasks This project is co-financed by the European Union and the Republic of Turkey • Cover all areas of programme implementation /management – is informed, reviews, examines • “will monitor especially the financial absorption capacity of the different interventions” (OP page 154) • DECISION MAKING • general criteria for selecting the operations • Communication Action Plan • ROTATIONAL PRINCIPLE • it should ensure “representation and membership” • institutional memory (?) IPA Funds Monitoring and Evaluation 12-16December 2011

19. This project is co-financed by the European Union and the Republic of Turkey DO YOU THINK THAT THE RCOP SMC FULFILLS ITS PURPOSE AND TASKS? WHY? IPA Funds Monitoring and Evaluation 12-16December 2011

20. Findings of the RCOP IE This project is co-financed by the European Union and the Republic of Turkey • beneficial and good for developing communication, improve coordination with the other actors involved and also exchange experience with other projects. • GAPS • more space for communication and exchange, e.g. at project level • Improve quality of participants: senior staff, decision-making • Regular participation – for the interest of the programme, not project IPA Funds Monitoring and Evaluation 12-16December 2011

21. Group exercise 2 This project is co-financed by the European Union and the Republic of Turkey Tasks of the RCOP SCM – an useful body for the OS. Other stakeholders? IPA Funds Monitoring and Evaluation 12-16December 2011

22. FOR AN EFFECTIVE RCOP SMC This project is co-financed by the European Union and the Republic of Turkey • Membership – manageable, but still representative (regional level) • Membership – capacity to deal with programme-related issues (s, dnks) • Qualitative documents (comprehensive and concise, e.g. AIR) • Timing • Meeting preparation: pre-meetings, in groups (themes, objectives, priority axes, target group: projects vs. strategic stakeholders) • Information at project level – on process, bottlenecks, solutions, results • Team building and honest&substantial discussions among all stakeholders IPA Funds Monitoring and Evaluation 12-16December 2011