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SELF ASSESSME NT SHEET (SAS) BRIEFING

Gain insight on workload analysis for 2009-2011 projects and understand the submission process for the Self-Assessment Sheet.

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SELF ASSESSME NT SHEET (SAS) BRIEFING

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  1. SELF ASSESSMENT SHEET (SAS) BRIEFING 21st May 2009

  2. TOPICS • Brief information on previous action “1st SPOs Round Table Meeting” • Focus on SAS • Workload Analysis (for years 2009, 2010, 2011) • To submit of the SAS • Next step CFCU-SAS Briefing-2009

  3. Brief information on previous action named as “1st SPOs Round Table MeetingSPOs in IPA Component I(Article 75/3 of the IPA Regulation No.718/2007) I • The SPOs are “designated” by the PAO • “Overall supervision” of the PAO was replaced with the “Overall Responsibility” • A “functional hierarchy” between the PAO and SPOs is foreseen. CFCU-SAS Briefing-2009

  4. Brief information on previous action named as “1st SPOs Round Table MeetingSenior Programme Officers shall; I • Be responsible for the technical aspect of the operations within the ministries. • Assist the programme authorising officers project in the good and timely preparation and implementation of operations at technical level. • Be in charge of the coordination within each priority axis set down in the beneficiary country’s project proposal. CFCU-SAS Briefing-2009

  5. Brief information on previous action named as “1st SPOs Round Table MeetingOverall Responsibility? I According to the European Commission, • It is not something limited to just a “supervision” on the top but also implies a “functional hierarchy” and therefore requires some quality/capacity related interventions including “mini-accreditation” over the SPOs. • PAO is accountable to the NAO for the actions of the SPOs • PAO must actively monitor the effectiveness of SPO controls • PAO must reject files submitted by an SPO not implementing effective controls. CFCU-SAS Briefing-2009

  6. Brief information on previous action named as “1st SPOs Round Table MeetingThese fundamental principles lead CFCU/PAO to; I • the control of the SPOs/LMs’ sub-systems • whether the SPOs and SPO Offices are ready to assume the responsibilities assigned to them in the Operational Agreements (OAs). • whether this initial readiness continues during the implementation of the project CFCU-SAS Briefing-2009

  7. Focus on SAShttp://www.cfcu.gov.tr/spo.php?lng=en II • Formal requirements to be acknowledged • Minimum requirements for the staffing of the SPO offices • Minimum criteria for the internal organization of the SPO offices CFCU-SAS Briefing-2009

  8. Focus on SAShttp://www.cfcu.gov.tr/spo.php?lng=en II CFCU-SAS Briefing-2009

  9. Focus on SASMinimum Requirements for the Staffing of the SPO Offices II CFCU-SAS Briefing-2009

  10. Focus on SASMinimum Criteria for the Internal Organization of the SPO Offices II CFCU-SAS Briefing-2009

  11. Focus on SASMinimum Criteria for the Internal Organization of the SPO Offices II CFCU-SAS Briefing-2009

  12. Workload Analysis (for years 2009, 2010, 2011) III Workload Analysis (for years 2009, 2010, 2011) STEP 1 • Projects within NP (2005, 2006, 2007, 2008 and 2009) STEP 2 • Hours needed for each type of project (fwc, service, supply, works, twinning & grants) • Daily activities of your ministry STEP 3 • Available man days for assigned staff STEP 4 • Calculation of necessary workload CFCU-SAS Briefing-2009

  13. Workload Analysis STEP 1- Projects within NP III CFCU-SAS Briefing-2009

  14. Necessary actions in hrs. for each category during tendering, contracting Programming Preparation of ToR Preparation of TS Evaluation Committee Preperation of Monitoring Reports Sub/Shadow Monitoring Committee Steering Committe Meetings Progress Reports Approval of reports and invoices Provisional Acceptance Final Acceptance Daily Activities in Ministry Missions Correspondences Stakeholders Shareholders Others Workload Analysis STEP 2 - HRS. NEED FOR EACH TYPE OF PROJECTS III CFCU-SAS Briefing-2009

  15. Workload Analysis STEP 1 & STEP 2 III • Affiliate Step 1 and Step 2 • It can be changed from institution/ministry to instition/ministry CFCU-SAS Briefing-2009

  16. FUTURE NEED ANALYSIS CFCU-SAS Briefing-2009

  17. Workload Analysis STEP 3 - Available man days for assigned staff III CFCU-SAS Briefing-2009

  18. Workload Analysis STEP 4 – Necessary Workload III CFCU-SAS Briefing-2009

  19. Affiliate these 4 steps in one excel sheet enclosed to SAS If necessary please give an explanation for workload analysis Workload Analysis III CFCU-SAS Briefing-2009

  20. To submit of the SAS IV • Fill the SAS up properly, • Attach to all the additional documents stated in the sheet, • Prepare all the document as a folder, • Attachthe official letter of SPO in front, • Submit to the CFCU by the end of29th May 2009 CFCU-SAS Briefing-2009

  21. NEXT STEP IV 1. Self assessment sheet - Collect all the SASs from SPO Offices - Analysis of the coming data and documents - Prepared a report - Attached the CFCU side visits/spot checks plan 2. Presented the outputs to PAO approval 3. Reporting to the NAO (NAO to inform the EC accordingly) CFCU-SAS Briefing-2009

  22. Thanks for your attention CFCU-SAS Briefing-2009

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