State Planning Organization

Monitoring Systems

State Planning Organization (DPT)DG Regional Development and Structural AdjustmentDepartment of Monitoring and Evaluation

State Planning Organization

Personal Experiences

Zeynep ERSAYIN (Business Administration)• Coordinator for monitoring of TR90 NUTS II Region

Development Programme• Member of “Monitoring System for Local Investment”

team• One year experience in “Social Security Institution”

State Planning Organization

Personal Experiences

Volkan İdris SARI (City Planner)• Coordinator for Samsun, Kastamonu and Erzurum

NUTS II Regions Development Programme• Coordinator of “Regional Development Tools”

Specialized Commission under National Development Plan

• Member of working group for coordination of Regional Competitiveness Operational Programme

State Planning Organization

Content

DPT’s Role and Institutional Structure

Monitoring and Evaluation Department

Common Monitoring Framework in General

Evaluation Surveys

Future Perspective

State Planning Organization

Deputy Deputy UndersecretaryUndersecretary

Deputy Deputy UndersecretaryUndersecretary

DG Annual DG Annual Programmes Programmes & Conjuncture& Conjuncture

DG Annual DG Annual Programmes Programmes & Conjuncture& Conjuncture

DG Economic DG Economic Modelling andModelling and

Strategic Strategic ResearchResearch

DG Economic DG Economic Modelling andModelling and

Strategic Strategic ResearchResearch

UnitsUnits

DG EU DG EU AffairsAffairs

DG EU DG EU AffairsAffairs

DG Economic DG Economic Sectors and Sectors and CoordinationCoordination

DG Economic DG Economic Sectors and Sectors and CoordinationCoordination

DG Social DG Social Sectors and Sectors and Coordination Coordination

DG Social DG Social Sectors and Sectors and Coordination Coordination

DG Foreign DG Foreign Economic Economic RelationsRelations

DG Foreign DG Foreign Economic Economic RelationsRelations

KnowledgeSociety

KnowledgeSociety Secretary Secretary

GeneralGeneral

Secretary Secretary GeneralGeneral

Advisors Advisors Advisors Advisors

DG Regional DG Regional DevelopmentDevelopment

and Structural and Structural AdjustmentAdjustment

DG Regional DG Regional DevelopmentDevelopment

and Structural and Structural AdjustmentAdjustment

Legal AdvisorLegal AdvisorLegal AdvisorLegal Advisor

Management Info CenterManagement Info CenterManagement Info CenterManagement Info Center

Secretariat for CouncilsSecretariat for CouncilsSecretariat for CouncilsSecretariat for Councils

Secretariat for High Planning CouncilSecretariat for High Planning CouncilSecretariat for High Planning CouncilSecretariat for High Planning Council

Secretariat for Economic and Social CouncilSecretariat for Economic and Social CouncilSecretariat for Economic and Social CouncilSecretariat for Economic and Social Council

Secretariat for Money, Credit Secretariat for Money, Credit and Coordination Counciland Coordination Council

Secretariat for Money, Credit Secretariat for Money, Credit and Coordination Counciland Coordination Council

UndersecretaryUndersecretaryUndersecretaryUndersecretary

DeputyDeputy UndersecretaryUndersecretary

DeputyDeputy UndersecretaryUndersecretary Deputy Deputy

UndersecretaryUndersecretary

Deputy Deputy UndersecretaryUndersecretary

UnitsUnits UnitsUnits UnitsUnits UnitsUnits UnitsUnits UnitsUnits

Organisational Chart of Undersecretariat of DPT

State Planning Organization

Responsibility in terms of planning, coordination, multi-annual and annual programming, regional development and EU assistance

Harmonisation of sectoral and regional policies

Horizontal coordination role among ministries and other institutions

Coordination and guidance for strategic planning

Coordination of public investment programme

Appropriation of national co-financing of investments

Sectoral coordination for IPA Components III and IV

Vertical coordination between central institutions and development agencies

Role of Undersecretariat of DPT

State Planning Organization

Monitoring and Evaluation Department

Duties:

To design and coordinate monitoring system for EU Regional Development Programmes (RDPs)

To establish and coordinate monitoring system for RDAs

To design system for Public Investments

To contribute to design monitoring system for National Development Plan

State Planning Organization

DPT programmed and coordinated EU RDPs Covers almost half of the Turkey

Eastern Anatolian Development Programme (309 Projects)RD Samsun, Kastamonu and Erzurum NUTS II Regions (396 Projects) RD Ağrı, Kayseri, Konya and Malatya NUTS II Regions (509 Projects)

RD in TR 90 NUTS II Region (Evaluation ongoing, ~250 Projects)

State Planning Organization

All RDPs supported by a common M&E Framework

Developed, managed and sustained by DPT

Agreed with European Commission Delegation to Turkey (ECD) and Central Finance and Contracts Unit (CFCU)

Covers all actors from Grant Beneficiaries to central level

Coherent with administrative structures and local characteristics

Harmonised with Turkish and EU procedures

State Planning Organization

M&E System: A standard platform for all grant schemes

Based on beneficiary declarations and multi level validation system Declaration of Grant Beneficiaries in every two months Validation by monitors via monitoring visits Validation by Programme Implementation Units via

control visits and other monitoring tools Validation by DPT and CFCU through Monitoring

Infrmation System, reports and control visits Pro-active support, not waiting till the problems occur

Risk assessment Performance indicators Early Warning and irregularity

State Planning Organization

Three Pillars of the M&E System

Monitoring Network

Common Monitoring Manual

Monitoring Information System (MIS)

State Planning Organization

Monitoring Network (Diagram)

SPO

Regional Unit

DPT M&E Dep.

TATPIU

CFCUI

III

II

Beneficiaries

Monitors 3-6 PersonsPer Province

Coordination of the Programme

Coordination of Monitoring System

Regional Coordination and Technical Support to Beneficiaries

Project Site Visits

Project Implementation

DPT

IV

Design and co-finance

State Planning Organization

Actors in Monitoring Framework

SPO is responsible for the technical implementation of the programme and also will coordinate the monitoring of the projects awarded.

CFCU is the Contracting Authority for all EU-funded programmes and responsible for contracting and contract amendments, approval of reports and payments to the granted projects.

State Planning Organization

Actors in Monitoring Framework (II)

Programme Implementation Unit (PIU) is the regional unit responsible to monitor and support the implementation of projects, components and finally the overall Programme.

Technical Assistance Team (TAT), where applicable, will assist SPO, CFCU and PIU in the programming and implementation of the programmes.

State Planning Organization

CenterCenter RegionsRegions

Depart. of EU RDepart. of EU RDDPsPs

Depart. of M&EDepart. of M&E

14 Experts

15 Experts

29 Experts29 Experts

8 Development 8 Development (Service) Unions(Service) Unions

1 EADP: 16 Experts

Regional Coord. of Monitoring and Support Activities

DG Regional Dev. and Struc. DG Regional Dev. and Struc. Adjust.Adjust.

Programming, coordination, Implementation, M&E of RDPs

3 SKE : 16 Experts

4 AKKM: 24 Experts

5656 Experts Experts

LocalLocal27 Provinces 27 Provinces covered by RDPscovered by RDPs

Local monitoring and support to GBs

AKKM 54 Staff

107 Staff107 Staff

EADP 9 Staff

SKE 44 Staff

RDPs carried out by a Sustainable Decentralized Institutional Network

At most 30 projects per expert

At most 10 projects per staff

State Planning Organization

Common Monitoring Manual: Basic reference document for monitoring of all EU RDPs

Describes the overall monitoring framework: Monitoring dimensions, actors, tools and process

Detailed description of duties and responsibilities of each actor in each monitoring activity

Reporting procedures and standard templates Control and validation levels including financial control

and secondary procurement checklists

State Planning Organization

Monitoring Information System: An integrative tool

Provides monitoring system integrity

Provides easy access and transparency

Enforces obeying the rules

Creates standards for reporting and data entry

Verifies the declarations; Reports and Visits

Improves the quality of monitoring activities

State Planning Organization

MIS: Common communication and information platform Information Flow in MIS

Beneficiary

PIU/PCU

Monitors

SPO

CFCU

MIS On Spot Visit Report Early warning Report Irregularity Report Interim –Final Report Assessment Addendum& Notifications

On Spot Visit Report

Warning Query Report Programme Report Basic Project Report

Basic P

roje

ct Rep

ort

V

isit

Rep

ort

s

W

arn

ing Q

uery

Report

D

ecl

era

tion R

eport

s Warning Query Report Programme Report Basic Project Report

Basic P

roje

ct Rep

ort

State Planning Organization

Evaluation Surveys

Mid term evaluation survey (Relevance, efficiency) System performance and results of activities

Media: Internet (MIS)

Between May 22nd and June 4th 2007

Responded by 327 Grant Beneficiaries (EADP: 50% - RD SKE 46%)

Final evaluation survey Results and impacts of programmes

Planned to be conducted in February 2008

State Planning Organization

Results of Mid-term evaluation survey

Grant Beneficiaries are satisfied with quality and quantity of information, training and support activities

Significant level of achievements in expected project goals and fulfilment of the activities

Grant type aid: main motivation of applications Challenging factors: complexity of rules and procedures,

reporting and correspondences in English Sustainability of structures and outputs

State Planning Organization

New Perspective

Transferring “Lessons Learned” Consultancy for M&E of New EU Interventions

Instrument for Pre-Accession

M&E of National Plans/Programmes/Projects

KÖYDES (Small scale infrastructure projects for villages)

Local (Provincial) investments by Governorships

Dissemination of “monitoring culture” in the public sector

Producing standard manuals

OPEN-DAYS Organizations

State Planning Organization

KÖYDES Monitoring System Development of basic infrastructure of the villages all

over Turkey in 2007, 23.561 projects and 1.2 billion €

DatabaseRoad databaseVillage database

Basic Project DataDrinking water systemSewerage systemRoad constructionAgricultural Irrigation

State Planning Organization

Provincial Investments Monitoring System

Data collection for 11 sub-sectors: Education, Health, Transportation, Agriculture, Mining, Manufacturing Industry, Energy, Communication, Housing, Tourism and Other Public Sectors. Sectoral Data (every 6 months) Database and Needs Assessment Monitoring Indicators Problems and Needs

Project Data (every 3 months) Basic Project Data Monitoring Indicators for Ongoing Projects Data for Project Proposals

State Planning Organization

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