The 2012 Revision of theThe 2012 Revision of theCommon Twinning ManualCommon Twinning Manualwith Some Tips for Practitionerswith Some Tips for Practitioners

Paolo M. GozziPaolo M. GozziDG Enlargement – Unit D2DG Enlargement – Unit D2

Tallinn, 22 May 2012Tallinn, 22 May 2012

Introduction

• Why?• Periodical revision of the Twinning rules• Evaluation TA vs. Twinning (2010) ELARG• First Evaluation of the Institutional Twinning

Instrument with the ENP countries (2011) DEVCO

• How?• Shorter gap between programming and implementation• More flexibility = more responsibility for twinners

• NB: Some of the changes only for IPA projects

General Suggestions for IPA Programming (out of TM)

• Shortening time gap• IPA Committee approval – Call for Proposals

• “Unattributed envelope” for Twinning Projects• Budgetary allocation for twinning in National

Programme• Design/launch of twinning fiche as soon as ready

Important

• The Twinning Manual 2012 is applicable for all projects with notification of selection sent on or after 2 April 2012

• Twinning is a grant – PRAG framework• Duty of the Commission and CFCEs (under IPA) or

PAOs (under ENPI): to ensure fair competition among MS and coherent application of the twinning rules

Project Leader

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MS Project Leader

Under IPA, the responsibility and involvement of the PL grows significantly:

In particular, the Project Leader must ensure his/her presence at all meetings of each quarterly Project Steering Committee during which the detailed description of activities is updated.

Junior Project Leader

• JPL has a role to play as facilitator for the project.• TM 2012 formalises what was already common

practice: the JPL can attend Project Steering Committees at the cost of project

STAFF TASKS INPUTS

•Junior Project Leader •Ensures the good coordination with Project Leader and Junior MS input appropriate to the project.

•Attendance of quarterly project steering committees is recommended.

Resident Twinning Adviser

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Role of the RTA

• No standard twinning can run without the RTA. • Reinforced importance of RTA’s presence (subsection 2.2.1

of TM 2012)…The RTA is the backbone of a Twinning project throughout the entire duration of the implementation period of the Action. He or she is supported in his or her MS administration for logistics, accounting and administrative tasks. This support should allow the RTA to concentrate on the essence of the project.

• Addition in first paragraph Annex B1:…RTAs made available by MS… throughout the entire duration of the implementation period of the Action.

• No more than 36 months in one Beneficiary country

• No more than 2 assignments in the same region (IPA, ENPI South, ENPI East)

• Maximum 4 assignments in total• Uninterrupted period of 6 months back in MS

Administration between the 2nd and the 3rd• 3 years back in MS Administration if a 4th

assignment is sought.

Repeated assignments as RTAs

Ad-hoc Mandated Bodies (3.3 TM)

• Clarification of the role of an ad hoc MB:

No key positions can be held by experts coming from ad hoc mandated bodies.

Selection of the Twinning Partner

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• The selection meeting takes place 14-15 days after the deadline for proposals.

• The final decision is communicated within three weeks from the selection meeting.

• In case the deadline is not met, MS can notify that it is no longer bound by its proposal. Twinning Fiche may be re-circulated.

IPA: Notification of selection to MS (3.5 TM 2012)

• 3.5.2 "Selection under ENPI" – Notification of Results.

• The CA will specify in the letter the possible dates for the first preparatory mission in the BC within the next two weeks.

ENPI: Notification of selection to MS (3.5 TM 2012)

Negotiation of the contract

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Negotiation of the contract

• 4 months for IPA countries – first draft to be sent within 6 weeks (IPA) or 2 months (ENPI) from notification.

• For ENPI countries the overall target is to have the Twinning Contract signed within a maximum of 5 months from the selection notification date.

• Unchanged number of reimbursable preparation missions.

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Annexes to the Contract

Special Conditions

• Addition 4.3 (Signed contract serves as payment request for the first pre-financing).

4.3 The first instalment of pre-financing, if applicable, shall be paid to the Beneficiary within 45 days, as from the date of reception by the Contracting authority of signed Contract accompanied by the financial guarantee if required in accordance with Article 15.7 of Annex A2. The signed contract serves as payment request for the first pre-financing.

• Removal of some outdated derogations to General Conditions (PRAG 2012)

Annex A1 – Description of the Action

• Under IPA, Article 4 (Tasks), Article 6 (Schedule) and Article 7 (Resources) can be filled in an abridged form.

Annex A1 - Twinning Review Missions (Article 9)

• Triggered by EU Delegation• Implemented – Financed under TAIEX• 2 experts (former RTA from a similar Twinning

project implemented by a different MS + RTA )• 3-5 days• Obligation to provide report.

Annex A2: General Conditions

• Updated according to last version of the PRAG (2012)

Annex A3: Budget

• Under IPA, limited information required (budget for activities at level of activity heading).

• Kick-off and closure meetings introduced as ‘Activity 0’ (small catering and venue can be charged)

Annex A7: Special Financial Annex

• Updated according to TM 2012.• Budgetary Addendum required when

cumulated changes are above 15% of the global budget. Then side letters can be used until the total reaches again 15%.

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Changes to other annexes/templates

Annex C7: Selection Fact Sheet (Under IPA)

• Was already incorporated in the 2009 Manual in

March 2011

• It includes numeric scoring

Annex C15: Template for Operative Side Letters (IPA)

• Replicates Annex A1 and partially Annex A3.• Detailed activities for 6 months period

•Tasks•Resources•Budget

• Approved by Project Steering Committees• Revision of 3 months + addition 3 months more

Annex C16: Guidelines for fact-finding missions

• Issued on 14.10.2010• Requirements for notification to HQ by MS NCP:

a) Written approval to receive such a mission undersigned by the Beneficiary in the IPA context and by both the Beneficiary and the PAO in the ENPI context.b) A list of issues that the fact finding mission will explorec) Date of the missiond) Participants to the mission

• Potential RTA is excluded• Content and conclusions are shared with all NCPs

by HQ

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Implementation of Twinning Contract

Preparation of annex A1 under IPA

• Activities not detailed, just headline and total budget.

• Article 6. Indicative schedule can be grouped by quarter.

• Detailed activities for first six months will be developed out of the contract, in the Operative side letter.

Annex A1 under IPA• Twinning Manual 2009 • Twinning Manual 2012

Short

er

Figures can be indicative and schedule by Quarter

Impact on annex A3

• Opening and closure events as separate item

• Junior Project Leader costs included in Project Management costs

• Activities only at heading level (IPA)

Opening and closure events (mandatory)

Special activity: detailed as for Project preparation or RTA costs.

35350

176000

61975

273325

96800

70400

Sub total 1.1.2

Sub total 1.1.3

8. PROJECT ACTIVITIES

1.2.2. Seminar B

Sub total 1.1.1

1.2.1 Workshop C

Component 1

Subcomponent 1

Total Subcomponent 1

1.1.2 Seminar A

1.1.3 Workshop B

Subcomponent 2

Sub total 1.2.1

Sub total 1.2.2

1.1.1 Workshop A

Activities – Annex A3 under IPA

Activity Heading + total budget

IPA - Operative Side Letter (TM 4.1)

• Annex C15• Approved in the relevant Project Steering

Committee for work plan of incoming 6 months.• PL can not delegate its signature to RTA.• OSL can not include changes to the contract or

other changes that can be considered substantial according to the criteria indicated in section 6.6.

• The CA must have at least five days to evaluate a draft OSL

Microsoft Word Document

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Main Changes to a Twinning Contract

Addendum

• Not necessary when suspension or termination of contract

• When budgetary addendum is required (beyond consolidated budgetary changes up to 15%), there is no need for an addendum till the 15% is reached again

Side Letters

• Silence upon reception of side letter means no objection

• Annex C14 (Instructions for preparation of Side letters and Addenda): Side letters are expected to be submitted 48 hours to the CA before use is made of the change concerned (flexibility is important)

Good practices in preparing Good practices in preparing and implementing a and implementing a Twinning ProjectTwinning Project

When programming is underway…

• IPA Committee – Approval of National Programmes and Project Fiches (with Twinning components).

• Good to establish a network of candidates for RTA in each institution.

• Good to establish regular contacts with your peers in other MS for possible consortia.

When preparing a TW proposal

• Select a committed PL

• Ensure that all institutions involved are eligible

• Include only relevant CVs

• Consider the conditions in the Beneficiary Administration and adapt your proposal accordingly

When attending the selection meeting

Ensure that all key members of the Twinning team are present

Share presentation time between Project Leader and RTA

Make your BC counterpart to feel confident with the RTA

Explain the comparative advantages of your Administration

Show your knowledge of the situation in the Beneficiary country and administration

When drafting the contract

Be faithful to the Twinning FicheEnsure that the drafting period doesn’t exceed 4

months - Take full advantage of the missions to the BC

Keep close contacts not only with your counterpart, but also with Delegation and Contracting Authority

Keep a reasonable pressure on the BC in order to get timely feedback on your proposals

Do not exceed with study visits or class 3 short term experts

When implementing the project - I

• Ensure close cooperation with the EUD/EUO

• The MS PL maintain close contact with BC PL

• The MS PL and the RTA be aware of and cooperative with other actors in the field and other activities (exp. SIGMA or TAIEX)

When implementing the project - II

• Prepare a standard briefing on the BC for the STE

• Prepare a glossary with technical terms in all the languages of the experts involved

• Develop networks inside the Beneficiary Administration:• At strategic level, with officials who can help solving

conflicts or support the implementation of the project;• At operational level, with officials who are directly

involved in the project.

Always remember that:

Thank you for your attention

Twinning Coordination TeamPaolo GozziMarc PatuzzoBirgit PerssonJordi Rodríguez Ruiz

Elarg Twinning Mail: Elarg-twinning@ec.europa.eu