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Twinning in Azerbaijan How to Draft a Twinning Work Plan By Viktoras Zabolotnas

Twinning in Azerbaijan How to Draft a Twinning Work Plan By Viktoras Zabolotnas Deputy director VMT, Beneficiary Country (BC) Project Leader. Purpose of the workshop Twinning project cycles Contents of the contract Work plan Budget Practical pints Wrap-up, Questions.

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Twinning in Azerbaijan How to Draft a Twinning Work Plan By Viktoras Zabolotnas

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  1. Twinning in Azerbaijan How to Draft a Twinning Work Plan By Viktoras Zabolotnas Deputy director VMT, Beneficiary Country (BC) Project Leader

  2. Purpose of the workshop Twinning project cycles Contents of the contract Work plan Budget Practical pints Wrap-up, Questions

  3. Purpose of the workshop Sharing experience and discussing on how to draft a Twinning Work Plan and Budget

  4. Twinning project cycles Identification of Project: identify needs and draft Twinning Fiches with the assistance Call for Proposals: Circulation of Twinning fiches to Member State National Contact points Submission of Proposals: Member State(s) – alone or in consortium – prepare(s) and submit(s) a proposal with designated RTA and PL explaining key points of approach how to achieve the targeted result Selection of Twinning Partner: Beneficiary Country assesses proposals and following presentation of proposal by Member State RTAs and PLs, makes final selection Preparation & Finalisation of Twinning Contract: Member State and Beneficiary Country together draw up the Twinning contract with detailed Work Plan and Budget Review and Signature of Contract with EC input: European Commission and Administrative Office assess Twinning Contract through Steering Committee / consultation with Line DGs. The Twinning Contract is signed by all Parties

  5. Twinning Contract - Definition “Contractual agreement on the Twinning Project developed by the two administrations of the BC and the MS involved, which together commit themselves to achieving a mandatory result. It includes Special Conditions and 8 standard annexes, among which there are the work plan and the budget.”

  6. ► Special Conditions ► Annex A1 Description of the Action; including Working Plan ► Annex A2 General Conditions ► Annex A3 Budget of the Action ► Annex A4 Contract award Procedures ► Annex A5 Standard request for payment and financial identification form ► Annex A6 Model audit certificate ► Annex A7 Special financial Annex ► Annex A8 Mandates (Consortium) TWINNING CONTRACT Twinning Contract - Overview

  7. Work Plan This includes all actions undertaken by the Beneficiary Country to reform its legislation and institutions, supported by: full-time long-term secondment of a MS practitioner (RTA); missions (short-term, medium-term) by specialised experts; seminars, workshops, internships, study visits, training and training of trainers; intangibles – software, documentation etc; other services considered necessary to ensure the success of the project.

  8. Work Plan (II) Working Plan (WP): should detail the input and contributions made by each of the Twinning Project partners making clear “who does what”, organisationally and methodologically, including work and time schedule – to be signed. Comment: may be developed/adapted so that it complements similar activities in two projects to achieve the results. Budget: should provide detailed costs of all activities. But it is not a “straight jacket”. It will be possible (and necessary) to slightly revise it in the course of project implementation.

  9. Work Plan (III) It is a development of the project fiche, as it contains Description of the action Overall and specific objectives Mandatory results

  10. The Work Plan (IV) Background Beneficiary Country’s policy developments in the sector concerned Beneficiary institutions and other parties involved Parallel or related projects in the field

  11. Work Plan (V) Community Acquis Fields of cooperation with the EU Description of the relevant Community acquis in relation with the Twinning Project

  12. Work Plan (VI) Mandatory results

  13. Work Plan (VIa) Tasks Component 1 Activity 1.1 Activity 1.2,… Component 2, Activity 2.1 Activity 2.2,…

  14. Work Plan (VII) Tasks Component 1 Activity 1.1 Activity 1.2,… Component 2, Activity 2.1 Activity 2.2,…

  15. Work Plan (VIII) Project Schedule

  16. Work Plan (IX) Resources Human resources Member State Beneficiary Country Curricula Vitae Material Resources Equipped office space Adequate conditions for STE on mission Training and conference venues Reporting

  17. Work Plan (X) Management and Monitoring Language The official language of the project is one of the Commission’s working languages (English, German, French) Project Steering Committee Good place for communication Meets preferably once a quarter at least Approves interim and final reports Indicative budget

  18. Work Plan - approval The work plan is usually acknowledged and initialled by The MS Project Leader The BC Project Leader

  19. Budget General Conditions applicable to European Community financed grant contracts for external actions

  20. Twinning contract – Annex A3 Budget By activities Total correspondence with the working plan (Annex A1: articles 3 to 7)

  21. Twinning contract – Annex A3 Budget – Eligible costs (1) Preparatory costs Resident Twinning Adviser (RTA) MS Project Leader and MS Experts RTA’s assistant (negotiated procedure) Supplies and services (ceiling of 5,000 €) Travel costs for MS Experts and for BC Experts in case of duly justified EU-Study visits

  22. Budget – Annex A3 Eligible costs RTA, his/her training in Brussels, etc. Training by STEs (including flights) Translation and interpretation (private sector) All costs generated for the MS outside BC are covered by the “Twinning Management Costs Compensation” (Experts fees x 150%) Audit costs Provision for changes in prices

  23. Budget Eligible costs RTA assistant Study visits (per diems, incidental costs, special fees, local transportation costs) Visibility costs Accreditation fee (prior approval) Renting of training facilities (prior approval) Small consumables (prior approval)

  24. Budget Non eligible costs Large scale equipment Office equipment and supplies the BC Twinning partner is entirely responsible for providing all office equipment to ensure effective working conditions for the project and, in particular, the RTA International flights for BC experts to MS VAT

  25. The budget – Commented example Excel file : budget for twinning

  26. Approximately 6 months (from notification to successful EU MS Administration ) Final approval EC Line DGs Signature EC (Lead) MS EC formulates consolidated feedback (line DGs) Twinning partners finalise the Twinning Contract Twinning partners submit to the EC draft Twinning Contract for assessment 3 months from notification 4 weeks 6 weeks 2 weeks CONTRACT NEGOTIATIONS & SIGNATURE

  27. Questions,proposals? Thank you!

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