Programme Implementation Process

The Project Cycle Management (PCM) approach is the core base of the EU managed programmes.

From 2007, the CBC programmes and projects will be implemented under the new IPA CBC funding according to the IPA Implementing Regulations.

The cross-border programmes for the internal borders of the Western Balkans were drafted and submitted to EC for approval in May 2007. The preparation process was supported by the CBIB team.

After the approval of the cross-border programmes by the European Commission, the Financial Agreements between EC and the respective countries will be signed. Once, the Financial Agreements between EC and each participating county is signed the open call for proposals will be launched. In the mean time, the project pipeline has to be prepared. The proposals have to be submitted within the given deadline. The received proposals will be evaluated and ranking list will be prepared. After signing of grant contract the implementation of the selected operations will start.

The monitoring of the achieved results is crucial for the programme implementation process.

Funding

From the 2007 the CBC programmes and projects will be implemented under the IPA CBC funding and according to the IPA Implementing Regulations.

Programming documents - a framework for the project pipeline

The cross-border programme is a multi-annual (2007-2013) basic document that governs the implementation of the IPA CBC Programme. Each cross-border programme has it own Strategic Framework with relevant documents (European partnership, Multi-annual Indicative Financial Framework (MIFF), Multi-annual Indicative Planning Document (MIPD) and other relevant national and regional strategic documents), analyses to be conducted and stakeholders to be consulted in the process on different level. Once the cross-border programme is approved by the European Commission the Financial Agreements between EC and the respective countries will be signed. After the signature of Financial Agreements between EC and each participating county, the open call for proposals will be launched and the implementation can start.

Call for proposals

When launching the Call for Proposals, the Operating Structures, with the assistance of the Joint Technical Secretariat, take all appropriate measures to ensure that the nationally and regionally publicised call for proposals reaches the target groups. The Application pack will be available on the programme website and the websites of the EC Delegations (Contracting Authority) and in paper copy.

The Joint Technical Secretariat is responsible for information campaign and answering questions of potential applicants. JTS provides advice to potential project applicants in understanding and formulating correct application forms.

Q&As should be available on both the Programme and ECDs websites.

Project Preparation

The Logical Framework Approach (LFA) is required for the successful project preparation. It is a methodology for planning, managing and evaluating programmes and operations, involving stakeholder analysis, problem analysis, analysis of objectives, analysis of strategies, preparation of the logframe matrix and activity and resources schedules.

Evaluation of the projects

A joint Steering Committee, designated by the JMC, will evaluate projects against the criteria set in the Application Pack and will establish a ranking list according to PRAG. On that basis, the Joint Monitoring Committee will then bring the final decision on the projects to be recommended for financing to the Contracting Authorities (EC Delegations).

After signing of grant contract (between EC Delegation and beneficiary) the implementation of the selected operations will start.

Implementation and Monitoring of the project

Lead Beneficiaries send narrative and financial Interim and Final Reports to their respective Contracting Authorities according to the standard terms of their grant contracts.

In addition, the Functional Lead Partner of the project submits Project Progress Reports to the JTS, giving an overview of the project activities and achievements on both sides of the border and their coordination according to the indicators defined in the joint project proposal.

Evaluation and Monitoring of the cross-border programme

Programme Monitoring

Based on the project progress reports collected, the JTS drafts the Joint Implementation Report and submit it for the examination of the JMC.

The Operating Structures of the beneficiary countries shall send the Commission and the respective national IPA Coordinators an annual report and a final report on the implementation of the cross-border programme after examination by the JMC.

The annual report shall be submitted by 30 June each year and for the first time in the second year following the adoption of the cross-border programme.

The final report shall be submitted at the latest 6 months after the closure of the cross-border programme.

Programme Evaluation

The evaluation shall aim to improve the quality, effectiveness and consistency of the assistance from the Community funds and the strategy and implementation of cross-border programmes while taking account the objective of sustainable development and the relevant Community legislation concerning environmental impact.

Evaluations shall be carried out by experts or bodies, internal or external. The results shall be published according to the applicable rules on access to documents. Evaluation shall be financed from the technical assistance budget of the programme.