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CBIB II Assessment 1st CfPs Presentation

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  • 8/8/2019 CBIB II Assessment 1st CfPs Presentation

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    ASSESSMENT OF THE 1st ROUND OF CfPs

    AT INTRA WB BORDERS

    Tirana

    28/01/2010

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    22

    Content

    Assessment: key issues and

    recommendations

    State of play and next steps

    Methodology: structure and questionnaires

    Why assess the 1st CfPs?

    Background: IPA CBC in the Western

    Balkans- achievements and timeframe

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Timeframe and Milestones

    Jan 07

    Jan 08 June 09

    Nov 08

    31/05/07

    Programmesprepared

    31/05/07

    Programmesprepared

    12/07

    Programmesapproved

    12/07

    Programmesapproved

    1st CfP

    launched

    1st CfP

    launched

    JMS established

    1st CfPClosed

    1st CfP

    Closed

    Nov 09

    Preparation and Approval of the Application Packages

    April 08

    Jan 10

    200920082007

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    JMCJMC OSOS

    PAPA ECDECD

    CBIBCBIB

    NA TANA TA

    EC

    Regional Coordination

    established

    JTSJTS

    Joint efforts of

    programme structures

    Joint efforts of

    programme structures

    Direct involvement of ECDirect involvement of EC

    Constant support

    of ECDs

    Constant supportof ECDs

    CBIB supportCBIB support

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    66

    1st

    CfP: Information Campaign

    Background Over5000 participants attended more than 150 events organized in all 6countries for all 8 programmes!

    The following type of events were organised:

    Partner Search Forums

    Awareness Seminars

    Info Days

    Meetings with representatives of different sectors

    PCM Trainings

    Project Pipeline Development Workshops

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    77

    6 programme websites* established, with number of visitors ranging

    from 2000 to almost 8000!

    2000

    5423

    7733

    4853

    4184

    BIH - MNE

    CRO - BIH

    CRO - MNE

    CRO - SRB

    SRB - MNE

    1

    st

    CfP: Programme Websites

    Background

    *Programme website SRB-BiH was set up in December 2009, thus no data on the visitors

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    88

    xxx grant applications received in total!

    First Calls - First Results

    Background

    x

    x

    x

    x

    x

    x

    x

    x

    Number of Grant Applications

    received per programme

    AL-MNE

    BiH-MNE

    CRO-BiH

    CRO-MNE

    CRO-SRB

    FYROM-AL

    SRB-BiH

    SRB-MNE

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    First Calls - First Results

    18.167.700AVAILABLE

    18.167.700AVAILABLE

    xxx.xxx.xxx

    REQUESTED

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    Congratulations!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1111

    Why assess the 1st CfPs?

    ObjectivesObjectives

    2nd

    Calls expected soon: FYROM-AL and AL-MNE in the 1st half of 2010 Other programmes will follow!

    2nd

    Calls expected soon: FYROM-AL and AL-MNE in the 1st half of 2010 Other programmes will follow!

    The process is a learning opportunity - there areelements that require improvement!

    The process is a learning opportunity - there areelements that require improvement!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1212

    Identifying main lessons learnedas well asproblems and

    bottlenecks so as to improve the process before the next

    CfPs are launched!

    Presenting the regional overview of capacities, interactions

    and activities ofall institutional actors!

    Providing valuable inputs on best practices applied in the

    WB Region!

    Assessment:

    Objectives

    Objectives

    Presenting feedback obtained from the potential applicants!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1313

    The assessment of the first CfPs is structured in two parts:

    1) first part concerns the preparation, launching, promotion and

    closure of the CfP, with a specific emphasis on:

    2) second part of the assessment will cover the evaluation process

    and its outcomes (planned tentatively for spring 2010).

    roles of all actors and their interactions,

    timing,

    mechanisms behind decisions,information campaign,

    analysis of received requests for additional information,

    general response of Potential Applicants on the CfP.

    Methodology:

    two-stage assessment

    Methodology

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1414

    Methodology:

    Questionnaires

    Methodology

    A set of four questionnaires were designed targeting all relevant

    stakeholders in the process:

    Operating Structures

    Joint Technical Secretariats and Antenna/e staff

    Task Managers from the ECDs

    Potential applicants in all Western Balkan countries

    In total, 256 questionnaires were received and assessed:

    6 from OSs

    11 JTS/A6 from ECD TM

    233 from PAs from all 6 countries

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1515

    Assessment of the 1st CfPs:

    What will we present today?

    Regional overview of key issues and

    recommendations identified by:

    Assessment

    Full report contains main findings and key observationsspecific for individual programmes and structures!

    OSs, JTS/A and ECDs

    Potential Applicants

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1616

    Assessment

    Assessment of the 1st CfPs:

    Sections of the presentation

    Structures, Roles and Responsibilities,

    Interactions

    Preparation and Approval of Application

    Packages

    Additional Information

    Information and Visibility

    Views of Potential Applicants

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1717

    Assessment

    Structures, Roles and

    Responsibilities, Interactions

    Objectives:Objectives:

    To assess:

    Human and financial capacities of OSs and JTS/A;

    Definitions of roles and responsibilities of main programme structures;

    Communication channels and interactions among actors;

    Level of involvement of JMC members in decision-making process.

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1818

    No clear division of

    responsibilities since most

    OSs have insufficient

    number of employees;

    3 JTS/A are still not fully

    staffed;

    Human and Financial Resources:

    Key Issues and Recommendations

    Assessment

    HR

    Apart from SRB and CRO, other

    countries are still using CARDS Regional2005/2006 potential risk of

    unbalanced usage of funds;

    Annual IPA TA allocations might not be

    enough to cover the operation of JTS/A

    potential risk of lack of funds forvisibility/training activities for PAs;

    TA funds

    OSs: Hire additional staff in2010, as foreseen in OS/JTS

    employment plans!

    OSs: Ensure coordination and careful

    planning of funds necessary to coverboth JTS/A operations and all envisaged

    activities targeting PAs!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    1919

    Coordination and harmonisation in

    the revision of the JTS Manual

    necessary in order to:

    provide clear definition of rolesand responsibilities of JTS and

    Antennae;

    set up adequate internal

    communication and reporting

    channels between programme

    structures.

    More regular meetings on the

    programme level between JTS/A and

    OSs of both partner countries needed!

    Roles, responsibilities and interactions:

    Key Issues and Recommendations Some OSs and ECDs believe that the

    roles and responsibilities of and

    between JTS and Antennae are not

    clear; Some of the respondents believe that

    Antenna staff is insufficiently involved

    and that JTS/A do not operate fully as

    a joint structure;

    There are still constraints regarding the

    frequency and a clear definition ofproper communication and reporting

    channels, even though regular

    communication among programme

    structures is established;

    Assessment

    In some countries, ECDs were not able to

    apply the principle of Lead Delegation in

    practice;

    Official instruction note from DG

    ELARG is needed

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2020

    JMC members are not sufficiently involved in the process!

    There is different perception on the level of involvement of JMC members between

    partner countries and programmes structures

    JMC involvement

    Assessment

    More JMC meetings necessary!

    However, there is a lack of funds to cover travel expenses of JMCmembers for some programmes!

    Recommendations:Main reasons:

    Preparatory/coordination meetings

    prior to official meetings

    Raise awareness and train JMC

    members

    Maintain regular communication

    Ensure presence and clear

    answers from the ECD

    representatives at JMC meetings!

    Low level of awareness and interest

    Poor attendance at JMC meetings

    JMC members rarely comment on

    documents they are approving In some cases, ECDs amenddecisions of JMC which negativelyaffects the perception of their roleand need to participate

    Poor knowledge of English

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2121

    Assessment

    Structures, Roles, Responsibilities,

    Interactions: Main Observations

    Strengthen interactions between JTS/Antennae/OSs, to make them

    function more as a joint body!3

    Further improve communication and reporting channels among all

    programme stakeholders!4

    Involve JMC members more in order to increase their ownership

    over the programme!5

    JTS/A and OS need to hire staff as planned due to the upcoming increased

    workload: implementation of projects and preparation and launching of the2nd CfP in parallel!

    1

    2Improve division of roles and responsibilities both within and among

    different programme structures!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2222

    In addition, other mechanisms (e.g. MIS) if implemented on both

    regional and programme level, will contribute to improved

    frequency and quality of communication, management andmonitoring of the process and involvement of all relevant actors!

    Structures, Roles, Responsibilities,

    Interactions: Main Observations

    Assessment

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2323

    Objectives:Objectives:

    to assess time needed for each stage in the preparation and approval

    of Application Packages (APs) taken by the main stakeholders;

    to highlight main constraints related to the process of AP preparation

    and approval;

    to present suggestions for the improvement of APs.

    Preparation and Approval of the

    Application Package

    Assessment

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    12 15

    12 15

    11 6

    6 14

    6 8

    13 14

    12 9

    16 8

    AL-MNE

    BIH-MNE

    CRO-BIH

    CRO-MNE

    CRO-SRB

    FYROM-AL

    SRB-BIH

    SRB-MNE

    AL

    BIH

    CRO

    fYRoM

    MNESRB

    2424

    Minimum time spent on the preparation of the Application packages was 6 while maximum

    was 16 months.

    Preparation Timeframe

    * Detailed answers presented in Annex

    Assessment

    Months spent by each OS for the preparation of the AP

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2525

    The approval phase lasted approximately from 2 to 4 months except for the programme

    FYROM-AL where the official approval was not issued until the JTS was established.

    Approval Timeframe

    Assessment

    78 75

    86 85

    96 97

    90 122

    84 58

    323 323

    88 86

    54 75

    AL - MNE

    BIH - MNE

    CRO - BIH

    CRO MNE

    CRO - SRB

    FYROM - AL

    SRB - BIH

    SRB - MNEAL

    BIH

    CRO

    fYRoM

    MNE

    SRB

    Total Days spent on approval of AP

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2626

    General constraints in the process of preparation and approval identified by

    respondents:

    Complicated procedure, new for the majority of participants in the process;

    Different interpretations of IPA IR regarding eligibility led to several

    revisions of application packages;

    Inexperienced JTS staff;

    The approval phase took more time than necessary due to the lack ofcommunication and coordination between the OSs from partner countries,

    long lasting JMC written procedure and time taken by ECD/CA to approve the

    APs.

    Preparation and Approval Process:

    Key Issues and Constraints

    Assessment

    The preparation of the AP for the 1st CfP was not initiated simultaneously in the

    partner countries for any of the programmes!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2727

    Quality of the Application Package

    Assessment

    Quality of the APs assessed by OS, JTS/A and ECDs

    AL-MNE

    BIH-MNE

    CRO-BIH

    CRO-MNE

    CRO-SRB

    fYRoM-AL

    SRB - BIH

    SRB-MNE

    Very good Good Satisfactory

    Quality of AP as assessed by programme structures and ECDs

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2828

    Suggestions for improvement of GfA

    and Application Form

    In general, the quality of the APs was assessed as good on the Regional level.

    However, partners in the process have expressed different views on the AP quality.

    Guidelines for Applicants

    CfP rules should be explainedclearly and in more details,

    specifficaly the part on

    eligibility;

    Simplify GfA on the basis of

    the analysis of additional

    information requested under the

    first CfP

    Suggestions for ImprovementSuggestions for Improvement

    Application Form

    Clear identification ofdocuments to be filled in by

    each of the lead partners

    (budget, partnership/agreement);

    More consistency between GfA

    and Application Form

    (mismatching instructions in

    GfA and AF);

    Formatting and layout

    Assessment

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    2929

    Assessment Ensure consistency between GfA and Application form!3

    Officially establish and apply the Lead Delegation principle!4

    In order to initiate a simultaneous and more harmonized approach to the

    preparation of the 2nd CfP establish better coordination between OSs and

    with the JTS/A!

    1

    2 Ensure clear guidance from EC/ECDs and proper interpretation of IPA!

    Preparation and Approval of the

    Application Package: Main Observations

    5Organise more regional coordination meetings involving all

    stakeholders!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3030

    Additional Information

    Objectives:Objectives:

    Procedure for handling requests for additional information was established

    by CBIB and agreed by all ECD on the regional level with a two-fold aim:

    a) Identifying relevant actors, steps and time needed to provide potential

    applicants with information requested in the shortest possible period so as

    to aid them with project preparation as much as possible;

    b) Ensure consistency for 6 countries and 8 programmes, so that answers to

    same questions do not differ between programmes and confusion is

    avoided;

    Assessment

    The aim of the Assessment was to see how the procedure

    functioned in practice!

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDAR

    egionallyagr

    eedandado

    ptedProcedurefor

    h

    andlingrequ

    estsforAdditionalInform

    ation

    Outcome of the established procedure:

    Principle of Lead Delegation!

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contexts

    Needsassessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3232

    708 requests for additional information processed, answered andpublished!

    1st CfP: Additional Information

    4356

    174

    85

    102

    58

    116

    74

    AL MNE BIH MNE CRO BIH CRO MNE CRO SRB fYRoM AL SRB BIH SRB MNE

    Number of requests for Additional

    Information received per programme

    Assessment

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    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Programme

    Questions

    AL MNE

    Lead: AL

    BIH MNE

    Lead: BiH

    CRO BIH

    Lead: CRO

    CRO MNE

    Lead: MNE

    CRO SRB

    Lead: CRO

    FYROM AL

    Lead: FYROM

    SRB BIH

    Lead: SRB

    SRB MNE

    Lead: SRB

    JTS: time

    needed to

    prepare

    answers?

    1 day 2 days 5 days Few daysOn regular

    basis2 weeks

    One to two

    weeks

    depending on

    the number

    of questions

    Weekly basis

    ECDs: time

    needed for

    approval?

    2 weeks 2 months

    As per

    deadline in

    the GfAs

    Few days

    As per

    deadline in

    GfA

    2 weeks

    55 days for

    the first set of

    questions

    and 8 for last

    set

    3 weeks

    Support

    used?CBIB CBIB No support CBIB

    CBIB/NA TA

    for questions

    collected

    during IS

    CBIB CBIB CBIB/NA TA

    Additional Information: Timeframe

    All JTSs were able to respect the procedure

    Half ECDs were able to respect the procedure

    CBIB supported 7 programmes

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    This project is funded bythe European Union A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3535

    Additional Information:

    Key Issues and Recommendations

    Not all ECD/CA were able to

    respect the agreed deadline of twoweeks for approving answers to

    requests for additional information

    AssessmentReach an agreement on the need for

    support to JTS/A in handling requests for

    additional information for each

    programme

    JTS/A vs ECDs: different

    opinions on capacities of JTS/A for

    handling requests for additionalinformation in the future

    Lead ECD principle needs to be

    applied consistently for all programmes;

    ECDs need to reach consensus on the

    deadline to be applied

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    This project is funded bythe European Union A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3636

    Information and Visibility

    Objectives:Objectives:

    To assess:

    General visibility;

    Approach, methodology and quality of information sessionsAssessment

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    This project is funded bythe European Union A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3737

    General Visibility as assessed

    by JMS and ECDsProgramme visibility is high throughout the Region, with little difference on national, regional

    and local level;

    Regionally, the highest level of visibility was given to JTS/A followed by OS and JMC

    JMC OS JTS

    Local Regional National

    Programme Visibility

    Structure Visibility

    Assessment

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    This project is funded bythe European Union A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3838

    Information sessions

    Over 2700 participants attended 51 information sessions organized in all 6 countries

    for all 8 programmes!

    Assessment

    OSs and ECDs satisfied with the work done by JTS/A!

    Number of participants on information sessions per programme

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    This project is funded bythe European Union A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    3939

    Different approach and

    understanding of the scope and

    content of information sessions byprogramme structures due to

    differences in previous CBC

    experience;

    Differences in duration and

    content of presentations on the

    events held under the sameprogramme in two partner countries;

    Timing of the information

    campaign (holiday season) and the

    fact that CfP documents were in

    English (not translated) are general

    constraints faced by programmestructures in the organisation of

    information sessions;

    Information and Visibility:

    Key Issues and Recommendations

    Assessment

    Preparation of information sessions

    must be initiated on time;

    Information sessions must be

    conducted as a joint effort of two OSsand JTS/A;

    Harmonized approach to the content

    and scope of information sessions must

    be ensured;

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    4040

    Views of Potential Applicants

    Objectives:Objectives:

    Through questionnaires, Potential Applicants were asked to assess:

    General visibility of IPA CBC programmes and programme

    structures;Participation at the events organised before and after the

    launching of the CfP;

    Suggestions on type of events to be organised and topics to be

    covered;Main difficulties faced in the preparation of project proposals;

    Quality of Application Packages

    233 questionnaries from Potential Applicants received and assessed, equally distributed

    per beneficiary country

    Assessment

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    Do you have information on the cross-border

    and/or transnational cooperation programmes?

    Did you have the opportunity to see or to

    receive any of the promotional/information

    materials on CBC?

    Do you know what the Joint

    Technical Secretariat is?Do you know what an Antenna is?

    General Visibility

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    AL BiH CRO MNE fYRoM SRB

    NOYES

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    AL BiH CRO MNE fYRoM SRB

    NO

    YES

    Information Sessions

    In general, were you satisfied with

    the information sessions?

    Was the duration of information

    sessions suitable?

    Were the rules of CfP and GfA

    presented clearly?

    Was the presentation of CfP and

    GfA sufficient?

    Information Sessions:

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    4343

    Information Sessions:

    Constraints listed by PAs

    General constraints regarding the information sessions, listed by Potential

    Applicants:

    CfP documents were not translated into local languages;

    A lot of information presented in a short period of time making it

    difficult to absorb key data;

    Resource persons during the information sessions provided

    different answers to the same questions and were not preparedenough;

    Unclear explanations of the budget;

    Difficulties in understanding the logical framework;

    Inadequate premises.

    Assessment

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    PA Suggestions

    PA Trainings

    Partner Search Forums

    Awareness Raising Seminars

    WS on specific sectors

    Project Idea Generation WS

    WS on CBC partnership

    Information Sessions

    20%

    17,3%

    11,2%

    11,4%

    14,5%

    16%

    9,1%

    CBC Project Preparation

    CBC Project Implementation

    CBC Partnerships

    Basic information on IPA/CBC

    33%

    29%

    23%

    15%

    Types of events to be organised

    Topics to be covered

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    Main problems encountered

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    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Main problems encountered

    by the PAs in project preparation

    20%

    3%

    4%

    5%

    7%

    12%

    14%

    16%

    18%

    The procedure/standards related to the project

    preparation are too complex

    It is hard to define good project idea

    Lack of human resources within our organization

    Lack of knowledge related to the project development process

    Information is not clear and we dont know where /how to find it

    Lack of domestic funds to cover the beneficiary contribution amount for the project

    It is hard to find partner from other side of the border

    Lack/no adequate communication with partner institutions

    Lack of knowledge on PRAG and difficulty for us to prepare the project document in English

    Views of Potential Applicants:

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    This project is funded bythe European Union

    A project implemented byBDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded bythe European Union

    A project implemented byATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    4747

    Assessment

    Views of Potential Applicants:

    Main Observations

    Programme structures could consider providing unofficial translationof the GfA

    3

    Organise more awareness raising activities and capacity building in

    project preparation and implementation prior to the launching of the

    next CfP

    1

    2Organise more cross-border events and sector-specific workshops

    allowing Potential Applicants to meet partners

    IPA CBC Programme Cycle

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    This project is funded by

    the European Union

    A project implemented by

    BDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    4848

    IPA CBC Programme Cycle

    State of play

    Program

    mepreparation

    JMSestablishment

    Awareness

    raising

    Capacitybuilding

    (structures

    and PAs)

    Preparationand

    launching of

    the 1st CfPs

    Project

    evaluatio

    nand

    contracti

    ng

    Proje

    ct/

    prog

    ramme

    im

    plem

    entatio

    n

    Programme

    evaluation andmonitoring

    Next Steps

    IPACBC

    Preparati

    on

    and

    launchin

    go

    f2n

    dCfP

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    This project is funded by

    the European Union

    A project implemented by

    BDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    4949

    Finalization of the 1st CfP:

    Next Steps

    Finalise the evaluation process;

    Discuss and agree on implementation packages;

    Synchronise budgetary clearing process;

    Harmonise contracting process in the partner countries;

    Analyse results of the first CfP after the evaluation process is

    finalized;

    Promote the results of the first CfP after the contracting;

    Ensure smooth implementation of CBC projects (build

    capacities of the JTS/A and grant beneficiaries on project

    implementation);

    Set-up proper monitoring and evaluation system and build

    capacities on monitoring and evaluation process;

    Implementation of projects contracted under 1st

    CfP and preparation and launching of the 2nd CfP

    in parallel!

    Main recommendations

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    This project is funded by

    the European Union

    A project implemented by

    BDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    5050

    for the 2nd CfP:

    Next Steps

    Improve communication and coordination between OSs in order to harmonize approach

    during the preparation, launching and promotion of the second CfP;

    Further strengthen JTS/A capacities so they can properly manage the upcoming workload:

    in parallel, preparation and launching of the 2nd CfP and implementation of projects

    contracted under 1st CfP!

    Active participation of JMC members has to be improved in order to strengthened

    ownership over the programmes!

    JMS

    Initiate the preparation of the 2nd CfP simultaneously and in a harmonized manner!Prepare GfA in accordance with the results of the first CfP and ensure consistency with the

    Application Form!

    Improve quality of the Application packages!

    Proper interpretation of IPA and strong support and guidance from ECDs must be ensured!

    Application Packages

    More capacity building efforts for project preparation targeting Potential Applicants

    necessary!

    Facilitating partner search and matching applicants from same sectors through more cross-

    border events needed!

    Potential Applicants

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    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Timeframe and Milestones

    Programme

    revision

    Programme

    revision

    Evaluation

    1st CfPs Preparation

    201020092008 2011 2012

    Implementation

    2 CfPs Prep

    CfPs launched

    CfPslaunched

    Evaluation

    Implementation

    ARoIARoI

    ???

    ARoIARoIARoIARoIARoIARoI

    3 CfPs?

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    This project is funded by

    the European Union

    A project implemented by

    BDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    5252

    ?

    Next Steps

    Implementation Packages

    Contracting

    Budgetary clearingContracting deadlines

    First Level Control

    JTS/A: support to grant beneficiaries

    JTS/A: monitoring

    Functional Lead Partner (reporting)

    IMPLEMENTATION

    Timing

    Application PackagesEligibility of costs of civil servants

    PROGRAMME STRUCTURES

    JMC involvement

    Contracting and management

    of the technical assistance (TA)

    2nd CfP

    Programme revision 2011

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    This project is funded by

    the European Union

    A project implemented by

    BDPA in association with EWC / MDF / CEU

    Project

    contextsNeeds

    assessment

    Next steps

    Methodology

    This project is funded by

    the European Union

    A project implemented by

    ATC in association with VATI/NDA

    Assessment

    Objectives

    Background

    Next Steps

    5353

    Next Steps

    Thank you!


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