Transcript TA Contract Management

Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın
Uygulanması için Kurumsal Kapasitenin Oluşturulmasına
Yönelik Teknik Yardım
This project is co-financed by the European
Union and the Republic of Turkey
Technical Assistance on Institutional Building for the
Implementation of RCOP in Turkey
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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
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This project is co-financed by the European
Union and the Republic of Turkey
Planning and Budgeting
TA Contract Management
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This project is co-financed by the European
Union and the Republic of Turkey
Steps in planning and implementation
1. Decision on activities, outputs and time
planning
Draft a resource plan per activity in man-days
2. Decision on incidental budget items related to
each activity
Estimate all related costs per activity
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See the slide from yesterday‘s training!
This project is co-financed by the European
Union and the Republic of Turkey
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
Logical Framework
Matrix
Activity
planning
Resource
planning
Step 1. Activity planning/Time
Schedule
Activity implementation schedule
This project is co-financed by the European
Union and the Republic of Turkey
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This project is co-financed by the European
Union and the Republic of Turkey
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
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Step 3. Resource Schedule Per Activity
for the project duration
This project is co-financed by the European
Union and the Republic of Turkey
Result 2 Planning
Activity 2.1 Training and support needs
analysis local stakeholders
Activity 2.2 Designing Training Programmes
and preparing training materials for the end
recipients
Activity 2.3 Organization of a series of
minimum 8 training programmes in the
target region (end recipients second
package)
Activity 2.4 Training end recipients first
package
Activity 2.5 Support training delivery of staff
RCP-CIC (Training of Trainers)
Totals
TA Contract Management
Period 1
Period 2
Period 3
Period 4
Period 5
Total
37
0
0
0
0
37
11
0
14
0
0
25
30
25
31
31
30
147
0
30
0
0
0
30
20
0
0
0
0
20
98
55
45
31
30
259
Step 4. Resource Schedule Per Activity for
Period 1- splited according to experts
This project is co-financed by the European
Union and the Republic of Turkey
Period 1
Activity 2.1 Training and support needs
analysis local stakeholders
Activity 2.2 Designing Training Programmes
and preparing training materials for the end
recipients
TL
KE 1
NKE1
Senior
STE
Junior
STE
5
20
2
5
5
1
10
Activity 2.3 Organization of a series of
minimum 8 training programmes in the
target region (end recipients second
package)
10
10
10
30
0
Activity 2.5 Support training delivery of staff
RCP-CIC (Training of Trainers)
6
TA Contract Management
37
11
Activity 2.4 Training end recipients first
package
Totals
Total
40
2
10
25
10
25
20
98
This project is co-financed by the European
Union and the Republic of Turkey
Project Budget
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What fee rates cover?
This project is co-financed by the European
Union and the Republic of Turkey
TA Contract Management
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Tools for man-days management
This project is co-financed by the European
Union and the Republic of Turkey
 Terms of Reference (ToR) for STEs
 STE Approval Request
 Timesheets
 Weekend, national/public holiday approvals.
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Potential Incidental budget items
related to each activity
This project is co-financed by the European
Union and the Republic of Turkey
 Travel costs and subsistence allowances to be incurred by experts for missions,
outside the normal place of posting, to be undertaken as apart of this contract.
 Translation and interpretation of services.
 For the training courses, seminars, conferences and information days activities to be
held other than premises of the end-recepient; full-board accommodation services
including costs of the venues, costs of meals and beverage, costs of travel and
accommodation of the participants, printing costs who are coming from other cities.
 For the study visit and internship programmes; travel, accommodation costs of the
participants and other anciliary expenditures (preparation and printing of training
materials, intercity travel, costs of staff from visited institution and registration fees).
 Anciliary cost in SMC, Steering Com etc.
 Visibility Costs etc.
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Travel and accommodation expenses
This project is co-financed by the European
Union and the Republic of Turkey
• Per diems different in each country
• Hotel accomodation included in per-diems
• Private consumption is not eligible
• Public transportation to be used
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Things to check!!!!
This project is co-financed by the European
Union and the Republic of Turkey
• 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
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This project is co-financed by the European
Union and the Republic of Turkey
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.
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Monitoring tools in the implementation
This project is co-financed by the European
Union and the Republic of Turkey
Six monthly progress reporting
Six monthly financial reporting
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This project is co-financed by the European
Union and the Republic of Turkey
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.
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Small Changes
This project is co-financed by the European
Union and the Republic of Turkey
 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
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Major changes
This project is co-financed by the European
Union and the Republic of Turkey
 Amendment affects 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
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This project is co-financed by the European
Union and the Republic of Turkey
Six monthly financial reporting
Progress in numbers!
BREAKDOWN
OF COSTS
Nis.11
May.11
Turkey
Technical Assistance on ..........
Analysis of days worked and Fees 15.12.10 to 15.06.11
MAN DAYS OVERVIEW
Long Term Experts
Team Leader KE1
Training Expert KE2
Finance and Contracts Expert KE3
Non key experts:
NKE Long Term Contracting and Procurement
Expert)
NKE Long Term Accounting and Financing
Expert)
Estimated
number of Fee rate in
working
EUR (€ per
days
working day)
Amount in
EUR
0131/05/11
Total
Actual
Expenditure(
Euros)
500
500
500
1000 500.000,00
1000 500.000,00
1000 500.000,00
20
19
21
14
14,5
20,5
34
33,5
41,5
34.000,00
33.500,00
41.500,00
500
500 250.000,00
19
18
37
18.500,00
500
500 250.000,00
20
13,5
33,5
16.750,00
0,00
179,50
144.250,00
2.000.000,0
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0130/04/11
TOTAL
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This project is co-financed by the European
Union and the Republic of Turkey
Six monthly financial reporting
BREAKDOWN OF COSTS
STE
ACTIVITIES
Junior STE1
Senior STE 1
Junior STE 2
Senior STE 2
Senior STE 3
Approved number of
working days
Fee rate in EUR (€ per Amount in 01working day)
EUR
30/04/11
30
13,5
13,5
11
11
450 13.500,00
600 8.100,00
450 6.075,00
600 6.600,00
600 6.600,00
0,00
40.875,00
0131/05/11 Total
9
4,5
4,5
TOTAL
Actual
Expenditure
(Euros)
0
0
13,5
0
4,5
0
0,00
0,00
6.075,00
0,00
2.700,00
0,00
18,00
8.775,00
GRAND TOTAL
153.025,00
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This project is co-financed by the European
Union and the Republic of Turkey
Expenditure Verification
Activities
No Invoice
No
Supplier
Invoice Date
Invoice Currency Exchan
Total
Amount
ge rate amount in
to €
EUR
Introduction to IPA and Programme and Project Cycle
Management for RCP-CIC
Printing and duplication of training materials
1 920952Kırtasiye
24.02.2011 566,15
TL
2,1859
Sub-total
259,00
259,00
Trainings to prepare RCP-CIC staff for FCD
Accreditation
Printing and duplication of training materials
2 921292Kırtasiye
04.04.2011 1.796,00
TL
2,1920
819,34
Printing and duplication of training materials
3 921581Kırtasiye
11.05.2011 1.670,90
TL
2,2487
743,05
Sub-total
1.562,39
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Resources Used-Indicative
This project is co-financed by the European
Union and the Republic of Turkey
Working Days Total Spent
in
15 Dec-15
Budget(Total) June
% Spent
Key Experts
1590
316
19,87%
Non Key Long Term Experts
1000
115,5
11,55%
Experts for Departments
1100
13
1,18%
Other Senior Experts
1540
86,5
5,62%
Other Junior Experts
1660
7
0,42%
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This project is co-financed by the European
Union and the Republic of Turkey
Incidentals Used
Activity
nr
Task
1.8
Support/coaching to the organization of Project Selection Committees and Sectoral
Monitoring Committee
1.12
Introduction to IPA and Programme and Project Cycle Management for RCP-CIC
Realised Incidental
Expenditures 15 Dec 201015 June 2011
10.905
259
Trainings to prepare RCP-CIC for FCD Accreditation
2.1
3.2
4.1
4.8
Inception TNA and Activity 2.1 Training (and support) needs analysis with organizing
a survey and holding interview meetings with staff of key national and regional end
recipients
Providing on the job support to the RCP-CIC Programming Department in launching
call for project proposals, appraisal and selection of operations
Assist the RCP-CIC FCD in organisational activities and the R4 Output: PIM/POG
of FCD drafted and the existing PIM/POG of the RCP-CIC revised accordingly
Trainings to prepare RCP-CIC for FCD Accreditation
R4 Output: A financial management system programme for payment and accounting
is operational
Total spent in reporting period
Total Incidental Expenditures budget
% spent in reporting period
2.629
39.010
787
1.562
6.983
62.135
1.090.000
5,7%
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This project is co-financed by the European
Union and the Republic of Turkey
Thank you ...
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