TA Contract Management 13-14 th July, 2011 Aslı Gülgör Burcu Arıkan Kara

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 TA Contract Management13-14th July, 2011Aslı GülgörBurcu Arıkan Kara This project is co-financed by the European Union and the Republic of Turkey

2. This project is co-financed by the European Union and the Republic of Turkey How to PLAN and IMPLEMENT the projects? BOTH • From the Technical Perspective AND • From the Financial Perspective TA Contract Management

3. Planning and Budgeting TA Contract Management

4. Steps in planning and implementation • Decision on activities, outputs and time planning Draft a resource plan per activity in man-days • Decision on incidental budget items related to each activity Estimate all related costs per activity TA Contract Management

5. See the slide from yesterday‘s training! 2nd . stage: Preparation of the Project • Demand/Capacity planning • Technology choice • Site selection • Engineering work and design • Resource planning • Cost analysis • Financial analysis • Evaluation of the assumptions and the risks Feasibility and Project proposal TA Contract Management

6. Step 1. Activity planning/Time ScheduleActivity implementation schedule TA Contract Management

7. Step 2. Resource Schedule Per Activity Component 1: Result 2 Result 2: Outputs • Design of training programmes for the local stakeholders • Organization of a series of minimum 8 training programmes in the target regions (12 NUTS II regions) • Support the trainers from RCP-CIC • Preparation of training materials • Support to end recipients in implementing and reporting • Assistance in drafting guidelines and explanations on rules and procedures TA Conract Management

8. Step 3. Resource Schedule Per Activity for the project duration TA Contract Management

9. Step 4. Resource Schedule Per Activity for Period 1- splited according to experts TA Contract Management

10. Project Budget TA Contract Management

11. What fee rates cover? TA Contract Management

12. Tools for man-days management • Terms of Reference (ToR) for STEs • STE Approval Request • Timesheets • Weekend, national/public holiday approvals. TA Contract Management

13. Potential Incidental budget items related to each activity • Travel costs and subsistence allowances to be incurred by experts for missions,outside the normalplace ofposting, to be undertaken as apart of this contract. • Translation and interpretation of services. • For the training courses, seminars, conferences and information daysactivities to beheld other than premises of the end-recepient; full-board accommodationservices includingcosts of the venues, costs of meals and beverage, costs of travel andaccommodation of the participants, printing costswho are coming from other cities. • For the study visit and internship programmes; travel, accommodation costs of theparticipants and other anciliary expenditures (preparationand printing of training materials,intercity travel, costs of staff fromvisited institution and registration fees). • Anciliary cost in SMC, Steering Com etc. • Visibility Costs etc. TA Contract Management

14. Travel and accommodation expenses • Per diems different in each country • Hotel accomodation included in per-diems • Private consumption is not eligible • Public transportationto be used TA Contract Management

15. Things to check!!!! • The activities and outputs are needed, reasonable • The activities and outputs are specified but not in too much detail • The number of experts are reasonable • The division of experts are reasonable between key, non-key and STE Junior and Senior • The number of man-days are reasonable within the dates of the contract period. • The requirements of experts for each position is reasonable TA Contract Management

16. Things to check! • Should not forget while planning the incidentals (if needed) * travel and subsistance allowances of experts * the trainings( travel, accomodation, per-diem (subsistance allowances), rooms, venue, catering(food and bavarage), printing materials, visibility materials etc.) * study visits (travel, accomodation, per-diem etc.) * printing costs * visibility costs etc. TA Contracts Management

17. Monitoring tools in the implementation Six monthly progress reporting Six monthly financial reporting TA Contract Management

18. Six monthly progress reporting Progress is assessed (= monitoring) to enable adjustment to changing circumstances There should be a balance between keeping the Contracting Authority and end-recipient well informed and not forcing Consultants to spend an excessive amount of time preparing reports. TA Contract Management

19. Small Changes • amendment that does not affect the basic purpose of the contract and • the financial impact is limited to a transfer within the Fees involving a variation of less than 15% of the original amount for the relevant line in the Budget breakdown TA Contract Management

20. Major changes • Amendmentaffects the basic purpose of the contract • Extension of the contract • Change of ToR that requires variation in fees budget exceeding 15% • Change in incidentals budget TA Contract Management

21. Six monthly financial reportingProgress in numbers! TA Contract Management

22. Six monthly financial reporting TA Contract Management

23. Expenditure Verification TA Contract Management

24. Resources Used-Indicative This project is co-financed by the European Union and the Republic of Turkey TA Contract Management

25. Incidentals Used This project is co-financed by the European Union and the Republic of Turkey

26. Thank you ...