IPA Cross-Border Programme Serbia – Bosnia and Herzegovina

1. IPA Cross-Border ProgrammeSerbia – Bosnia and Herzegovina Workshop for Potential Applicants Užice, 25 April, 2012

2. Agenda

3. Cross-Border Programme Serbia – Bosnia and Herzegovina 2007–2013 Total eligible area 32.982,01 km2 Total population 2.967.023

4. Objective and Priorities of the Programme Overall Objective To stimulate the economies and to reduce the relative isolation of the eligible area by strengthening joint institutional networks and the capacities of human resources. PRIORITY I Social and economic cohesion through actions to improve physical, business, social and institutional infrastructure and capacity. Measure I.2 Cross-border initiatives targeting the exchange of people and ideas to enhance professional and civic society cooperation. Measure I.1 Improving the productivity and competiveness of the areas’ economic, rural and environmental resources. PRIORITY II Technical Assistance

5. Programme Management Structures SERBIA BOSNIA AND HERZEGOVINA • EU Integration Office of the Government of the Republic of Serbia • Directorate for European Integration Operating Structure (OS) Joint Monitoring Committee (JMC) • Oversees the programming and effective implementation of the Programme; • Equal number of representatives from both countries – representatives of national, regional and local institutions; • Responsible for selecting projects to be financed under the Programme. Joint Technical Secretariat (JTS) • Based in Užice (Serbia) with the Antenna located in Tuzla (BiH); • Responsible for the day-to-day management of the Programme; • Main contact point for applicants and beneficiaries in the field.

6. Contracting Authorities EUD to Srbija European Union Delegation to Serbia responsible for all contract and payment issues including signature of contracts. Serbia Contracting Authorities EUD to BiH European Union Delegation to Bosnia and Herzegovina responsible for all contract and payment issues including signature of contracts. B i H

7. Implementation of the Programme • 1st Call for Proposals • 8 July 2009 – 6 October 2009 • 74 applications received • 19 projects financed • 2nd Call for Proposals • 5 September2011 – 5 December 2011 • 149 applications received • ??? projects financed

8. Financial Allocations2012/2013

9. Co-financing Rules

10. Size of Available Grants per Measure/2nd CfP/

11. Call for Proposals • Open Call • Time for submission of applications – 3 months • Joint project – one application • Cross-border partnership – two applicants • Separate financing – two contracts • Lead Functional Partner principle • Pre-financing principle – 80%

12. Guidelines for Applicants Application Form • Guidelins for Applicants: • Objective of the Programme and priority issues, financial allocations, eligibility of applicants and partners, types of eligible actions and costs, how to apply and procedures to follow, evaluation and selection of application, evaluation grids, conditions of the implementation upon the decision of the Contracting Authority to approve the grant. • Application form: • Information on the applicants and partners, concept note and full application form (objectives, activities, relevance, methodology, sustainability, capacity of the applicants, indicators, declaration of the applicants, partnership statements, logical framework, budget of the project).

13. Eligibility Criteria

14. Who may Apply? (from 2ndCfP) In order to be eligible for a grant, applicants must: • Be established in Serbia when applying for the allocation for Serbia and be established in Bosnia and Herzegovina when applying for the allocation for Bosnia and Herzegovina; • Be non profit legal persons established by public or private law for the purpose of public interest of specific purpose of meeting needs of general interest; • Be directly responsible for the preparation and management of the action with their partners, not acting as an intermediary.

15. Categories of Applicants • Regionaland local public authorities; • Asocciations of municipalities; • Development agencies; • Local business support organizations; • Tourism and cultural organisations/associations; • Non-governmental organizations, including Red Cross and Red Crescent national societies; • National authorities/institutions with operations in eligible area; • Bodies and organizations, (including NGOs) for nature protection; • Bodies responsible for water management; • Fire/emergency services; • Schools, colleges and educational and research institutions; • Universities, including vocational and technical training institutions; • International organizations.

16. Partnership and Eligibility of Partners • Each applicant may act individually or with partner organizations; • Each Applicant may have as many other partners as they consider appropriate; • Partners of the Applicants must satisfy the same criteria as applicants considering their legal status; • Each partner of the applicants must be established in the European Union Member State, a country that is a beneficiary of the IPA, a country that is a beneficiary of the ENPI, or Member State of the EEA. Partners may also be established in any country where reciprocal access to the EU’s external assistance is established by means of specific decision concerning a given country or a given regional group of countries; • All partners must sign Partnership Statement.

17. Other Participants in the Action Associates • May play a real role in the action, but may not receive funding from the grant with the exception of per diem or travel costs; • Do not have to meet the same eligibility criteria as partners. Subcontractors • Neither partners nor associates and are subject to the procurement rules set out in Annex IV to the standard grant contract; • The Applicant will act as the lead organisation, if selected, as the contracting party (the “Beneficiary”) for subcontracting.

18. Cross-Border Aspect The action must involve cross-border cooperation in order to be eligible, i.e. it must: • Take place in the Programme area; • Have effect both in the Serbian and Bosnia and Herzegovina parts of the Programme area; • Foresee cooperation of the cross-border Applicants/Partners in at least one, but preferably more than one, of the following ways: • Joint project development, • Joint financing, • Joint staffing and • Joint implementation.

19. Eligible Actions The following list is not exhaustive! • Development of entrepreneurship; • Local and regional development; • Development of small and medium size enterprises; • Social cohesion; • Environment protection; • Exchange of people and ideas; • Culture, sport, information and similar activities • Feasibility studies and preparatory studies for large scale projects with major cross-border effect etc.

20. Ineligible Actions • Actions concerned only or mainly with individual sponsorships for participation in workshops, seminars, conferences, congresses; • Actions concerned only or mainly with individual scholarships for studies or training courses; • Actions aimed at the upgrading of infrastructure and equipment in privately owned facilities; • Preparatory studies or preparation of Preliminary Works Design for works carried out within the project; • Actions without cross-border impact; • Actions related to profit making activities; • Actions linked to political parties;

21. Ineligible Actions • Actions which fall within the general activities of competent state institutions or state administration services, including local government; • Actions with provisions for financing the usual (routine) activities of the local organisations, especially covering their running costs; • Actions confined to charitable donations; • Actions which envisage to subcontract more than established percentage of the total grant amount to procure services, works and supplies (85% in the Second Call); • Actions related to: - the tobacco industry (CAEN code 16), - production of alcohol distilled beverages (CAEN code 1591), - arms and munitions (CAEN code 296).

22. Project Idea

23. Project • Project represents a set of interrelated activities to be executed over a fixed period and within certain costs in order to reach certain goal.

24. Project Cycle – planning of the project

25. Planning vs. Writing of the Project • Planning of the project – mobilizing and organizing of time and resources for the purpose of reaching certain objectives • Writing of the project – technique of presentation of the project according to procedures and demands of certain donors

26. Cross-Border Partnership • Clear cross-border effect • Solving a common problem on both sides of the border • Involves partners from both sides of the border: • Institution/organization registered in the partner country; • Partner’s activities are in line with the project.

27. Cross-Border Partnership Serbia BiH

28. Project example – success story from the 1st CfP Functional lead partner: UŽICE CHILD RIGHTS CENTRE Project: Youth Leadership for Social Cohesion and Cross-Border Cooperation

29. Writing a Project Proposal • Financial and operational capacity • Relevance • Effectiveness and feasibility of the action • Sustainability of the action • Budget and cost-effectiveness of the action

30. Financial and operational capacity • Applicants belong to institutions with experience in relevant activities; • Applicants posses certain level of experience in projects of similar size and complexity; • Applicants’ annual turnovers are in line with the requested donation.

31. Relevance of the project • Project application clearly defines general objective and specific objectives; • Project addresses wider community problem; • Target groups are clearly defined; • Project directly addresses target groups solving their problems; • Project has a strong cross-border cooperation.

32. Effectiveness and feasibility of action • Activities proposed are appropriate, practical and consistent with • the objectives and expected results; • Overall design of the action is coherent; • Level of involvement of Partners and other stakeholders in the • Action is satisfactory; • Action plan is clear and feasible; • Proposal contains objectively verifiable indicators for the • outcome of the action and evaluation is foreseen.

33. Sustainability of the action • Activities will continue and can be financed from other sources; • Project envisages development of concepts and knowledge which will be transferred to other institutions and regions in the future; • Established partnership will continue after the end of the project.

34. Budget and cost-effectiveness of the action • Project costs correspond to the project activities; • Costs are realistic and supported by documents/invoices; • Cost calculation is clearly presented in the budget table and explained in the justification sheet; • All costs are eligible and refer to the activities described in the proposal.

35. Logical Framework Concise presentation of the action with the purpose to enable: • Quality and logical planning and defining of the action, • Clear presentation of the project (to donors and to other stakeholders)and • Assessment and monitoring of the implementation.

36. Logical Framework Aproach

37. Logical framework - Indicators • Describe project goals in objectively measurable way and set up standards to be achieved in order to achieve general and specific goal of the project • Indicator defines the difference between the baseline and the situation in the moment of new measurement -the change. It also needed to define the deadline for achievement of planed changes. • The change can be measured in two ways: by quantity (for example: 50 persons received education), or by quality (for example: number of internet users increased for 50%)

38. Beneficiaries and Objectives Beneficiaries are all who can, in any way, benefit from the project implementation The difference can be made between: Final beneficiaries: Overall objective: Those who benefit from the project on long term Achieved after the project completion basis at the level of overall orfinal and have long term impact on wider territory objective (community or sector, for example and numerous population children, youth, entrepreneurs, tourist workers, transport workers, etc.) Direct beneficiaries: Those who will be directly positively influenced by the project on the level of specific Specific objective: goal i.e. project aim (project implementing Achieved in a course of the project, influencing organizations, project partners, workshop beneficiaries directly involved in planned project and event participants, users activities and achieved results. of the equipment and services, etc.)

39. Logical Framework

40. Logical Framework

41. Logical Framework

42. Logical Framework Check of the intervention logic by applying test IF/THAN When the hierarchy of objectives is read bottom up , it can be expressed in the following way: • IF adequate inputs/resources are provided, THAN activities can be undertaken; • IF activities are undertaken, THAN results can be achieved; • IF results are achieved, THAN the objective will be achieved and • IF the objective is achieved, THAN it will contribute to the general project objective. It can be also read vice versa: • IFwe want to contribute to general objective, THAN we have to achieve the goal; • IFwe want to achieve the goal, THAN we have to obtain results; • IF we want to obtain results, THAN planed activities have to be carried outand • IF we want to carry outcertain activities, THAN we have to apply identified inputs/resources.

43. Logical Framework Example

44. Logical Framework Manual for preparation of the logical framework http://www.evropa.gov.rs/Evropa/ShowDocument.aspx?Type=Home&Id=521

45. Budget for the Action Total of 7 worksheets: • Joint budget • 3 blue worksheets for applicant 1 – budget, budget justification and sources of funding • 3 red worksheets for applicant 2 – budget, budget justification and sources of funding • Budget table is separated on “All Year” and “Year 1” columns

46. Budget for the Action • Very important part of the project proposal and a base for signing of the grant contract; • Costs have to be clear, justifiable, related to the activities and separated per budget items; • Budget has to include all of the eligible costs of the project, including co-financing.

47. Budget for the Action Staffengaged in project implementation full time (8 hours)State real gross salary amounts. Person engaged 50% of working time in project implementation. Instruction for correct calculation: 50% x 6 months= 3 complete gross salaries.

48. Budget for the Action 1. HUMAN RESOURCES – SALARIES • Teammembers salaries from applicant/partnerinstitutions and organizations(mostoften used to provide co-financing) • All costs of external experts need to be presented in heading5. “Other costs/services” in a way that it can be clearly seen what activity they are connected to (publications, seminars, etc.) • Are bugetedforemployees whocome from other countries and are strictly connected for specific project activities, and not for a project as a whole 1.1 Salaries (gross amounts, local staff) 1.2 Salaries (gross, expatriate/international staff)

49. Budget for the Action Persons who are not project team members can get per diems (for example engaged trainers) within the item 1.3.3 Seminar conference participants. From this budget items, participants’per diems can not be paid, because their costs are real and paid from5.7 Abroad per diemspaid to the staffengaged in project implementation

50. Budget for the Action 1. HUMAN RESOURCES – PER DIEMS • Per diems need to be separated to those planed for inland traveland those planed for travel abroad; • Total per diem costs can not exceed maximumEU amounts; maximumEU per diem amounts can be found on the website: http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm • It is very difficult to obtain maximum“EU per diem rates”, therefore it is recommended to calculate per diems as it is usually done in your organization, in accordance to the national legislation.