TWINNING PROJECT FICHE Support to the Civil Service and Public Administration Reform (PAR)

Transcription

1 TWINNING PROJECT FICHE Support to the Civil Service and Public Administration Reform (PAR) LIST OF ABBREVIATIONS BC BCPL СFСD CoE CSA ЕС ЕU EUD IOP IPA MIPD MF MS PL NPAA NGO PL PSC RTA ЅАА SEA STE TAIB Beneficiary Country Beneficiary Country Project Leader Сепtгаl Financing and Contracting Department Council of Europe Civil Servants Agency Еurореаn Community Еurореаn Union Delegation of European Union Interoperability Instrument for Pre-accession Assistance Multi Annual Indicative Planning Document Ministry of Finance Member State Project Leader National Programme for the Adoption of the Acquis Non-governmental organizations Project Leader Project Steering Committee Resident Twinning Adviser Stabilisation and Association Agreement Secretariat for European Affairs Short term Expert Transition Assistance and Institution Building Component 1

2 1. Basic Information 1.1 Publication reference: EuropeAid/ /IH/ACT/MK 1.2 Programme: Instrument for Pre-accession Assistance (IPA) - National Programme for 2010 under the IPA Transition Assistance and Institution Building Component (TAIB) 1.3 Twinning Number: MK 10 IB OT Title: Support to the Civil Service and Public Administration Reform 1.5 Sector: Other 1.6 Beneficiary country: The Beneficiary country 1 2. Objectives 2.1 Overall Objective(s): The overall objective of this project is improvement of the Government's institutional processes and procedures, as well as legislation related to public administration, thus supporting the development of democratic society in view of future EU accession and membership. 2.2 Project purpose: The purpose of the project is to improve the quality of administrative services for the citizens and businesses; and to develop tools of e-government. 2.3 Contribution to National Development Plan/Cooperation agreement/association Agreement/Action Plan Link with AP/NPAA/SAA The Accession Partnership identifies the following key priority: further develop the capacity of the administration to implement the Stabilisation and Association Agreement. Furthermore, it pinpoints the need to increase the administrative capacity in various areas. NPAA intends to further develop the legal framework, harmonise it with the acquis and strengthen the administrative capacities. With regards to the PAR in particular, the NPAA, inter alia, foresees activities aimed at institutional structures and processes of the Government, legislation in the civil service and public administration to better support the development of democratic society, growing market economy in view of future EU accession and membership. 1 As per Financing Agreement concerning the National Programme Transition Assistance and Institution Building TAIB 2010 from the Instrument for Pre-Accession Assistance under the Transition Assistance and Institution Building Component entered into force on 1 st December

3 The project will address the SAA provision, which stipulates achieving a professional public administration of the country that can respond to the requirements of the Community Link with the Multi-Annual Indicative Planning Document The MIPD foresees support towards advancing the public administration reform, stating: Support will be aimed at building a transparent, professional and independent public administration. This is crucial for the consolidation of democracy, providing efficient public services to citizens, and ensuring transparent and predictable environment for business and investment" Link with national/ sectoral plans: The project directly links to the two key strategies and action plans in the sector (see for a more extensive list annex 3): - Public Administration Reform Strategy, 2010 and updated October 2012; - Information on the Human Resources in the Public Administration - status, management, development and challenges, 2005; - The National Strategy for Development of Electronic Communications and Information 2. - National Strategy for Development of Information Society and Action Plan. - National Strategy for e-government (a follow up strategy is under preparation) 3. Description 3.1 Background and justification: Background The Ministry of Information Society and Administration (MISA) is the institution responsible for the public administration management and the coordination of the public administration reform. The Ministry of Information Society and Administration is the main institution for developing information society in the country and is in charge to coordinate appropriate measures for its implementation. The National Public Administration Reform Strategy was adopted by the Government in December The midterm review of the PAR Strategy was completed in October The Action Plan for its implementation focuses on several areas that will increase the quality of the public administration in the country, such as human resources management (HRM), E-Government, efficiency of services etc. The government reviews and updates the action plan for implementation of the PAR strategy quarterly. The action plan includes a chapter on e-government, comprising, inter alia, a number of measures aimed at: Connection and use of registers and databases between state administration bodies and institutions Interoperability Introduction of a legal framework for enabling electronic archiving and office management 2 With more details in NPAA (2009). 3

4 Upgrade of the central government portal "uslugi.gov.mk" Introduction of electronic services Introduction of E-reminder system that will notify users electronically about maturity of obligations concerning administrative services Open Data Raising awareness of the e-government services and its benefits An important goal of every government is to provide citizens with easier and faster access to government information and services. One of the most relevant specific objectives of the PAR Strategy is Improving the quality of administrative services for citizens and businesses, with emphasis on improving and rationalising administrative procedures by their simplification and inter-connection with the contemporary IT solutions (including all aspects of the E-government and E-administration concepts). MISA developed the National Strategy for e-government. It defines the main strategic goals and action plan to allow increased usage of ICT (Information and Communication Technologies) for a more efficient public administration. It identifies the main stakeholders of development, the priorities and measures to speed up the development and growth to the EU average level. The Strategy has the challenge of enabling implementation and massive utilisation of electronic communications and information technologies Legal Framework Several laws and legislative documents cover the organization of e-government and e- Administration in the Beneficiary Country. The Law on Electronic Commerce 3 enables electronic documents to be treated as official contracts and defines their legitimacy as paper documents. The current legislation about electronic signatures and electronic documents 4 specifies the process of using electronic messages, like time stamp, system identifier etc. The Law on Electronic Management 5 was initiated with a relevant project on establishing the document and workflow management infrastructure for government institutions. This law regulates the work of the ministries and other government authorities in the exchange of data and documents in electronic format, in relation to the implementation of administrative services by electronic means. Seven bylaws were adopted in June 2010 to enable the implementation of this law and the implementation of electronic workflow procedures and electronic document exchange. The Law on ex-officio exchange of documents in the public institutions was adopted in May The Law regulates the procedure for ex-officio exchange of documents in the ministries, other public institutions, municipalities and other entities specified in the law. A new Law on introducing a system of quality management and a common assessment framework for the performance and service delivery in the public service was adopted in May The Law sets the basis for introducing international or 3 Official Gazette, No. 133/ The Law on Electronic Signatures and Electronic Documents, The Official Gazette of the Republic of The country, No. 34/2001, 06/2002, and 98/ The Law on Electronic Management, the Official Gazette), No. 105/

5 national quality management standards, as well as for common assessment framework for the performance of the public institutions, which will provide for increased quality of the services that they provide Justification The e-government development showed an important, growth in the last 10 years. The process of initial digitalization and computerization (e-infrastructure stage) was implemented, albeit with a delay compared to the EU where this process was finished in late 90s. The process of setting up the communication infrastructure and enabling all inclusive broadband access is on-going along with provision of e-services. Several benchmarks show that in 2010, the country scores levels of e-government sophistication comparable with the countries that recently joined the EU. Overall, the country finds itself on the level of e-government development that the most of the EU countries had in Nowadays, the EU aims at implementing the e-impact phase, while the Beneficiary Country will need 2-5 years to finish the e-services phase by As many of the countries in the region, the beneficiary country has undergone a process of digitalisation and computerising of the services that the administration provides to the citizens. However, the existence of many registries that are not fully compatible is making the service to citizens, such as issuing various documents, very complicated and timeconsuming. Rapid developments of information and computer technology (ICT) affect both private and public sectors. Many services were made available to citizens via Internet; many databases were computerized and connected on-line to information systems. Still, many of these systems were developed independently without paying sufficient attention to interoperability issues. On European Community level, this problem was acknowledged in 1995 by the European Council s decision no. 95/468/EC on Community contribution for telemetric interchange of data between administrations in the Community (IDA). In 1999, this document was further extended by decisions no. 1719/1999/EC and 1720/1999/EC, and as a result, many countries across Europe started developing their own interoperability networks in late 1990-s and early 2000-s. Better public services tailored to the needs of the citizen and business, as outlined earlier, require a seamless flow of information across government organisations. This requires technical policies and specifications for achieving interoperability and information systems coherence across the public sector. Interoperability and data integration is the key to success. Public administration institutions have many databases built on various hardware and software platforms and these cannot be replaced overnight or even in the medium term. The main challenge is therefore to ensure their inter-operability in order to provide the citizen and business with quality service. The aim is to adopt open, international standards, including the Internet and World Wide Web specifications, for all public service systems, and to adopt single core standards for data integration and the presentation of data. The Government will invest into further development of e- Government by providing training on the ICT literacy in the administration and ensuring sufficient ICT expertise is at disposal. The Government is fully aware that e-government is not simply a set of ICT projects, and that it should be strongly connected with streamlining of administrative procedures. A thorough analysis and optimization of all relevant processes has to be accomplished first. Inter-connection between all the existing registries and interoperability between public institutions are therefore key for making administrative procedures more efficient, for 5

6 providing swifter access to documents, and for improving public services in general for the benefit if all users, public servants, citizens and business. NB: By improving interoperability, the service provided to the citizens by public administration will be enhanced 6

7 3.2 Linked activities The below listed EU funded assistance complement but not overlap the activities programmed under this twinning. Title: Technical Assistance to the Ministry of Information Society and Administration and Strengthening the implementation of the National System for Training Coordination Source of funding: IPA 2009: Project funded by the European Union Duration: May 2013 November ongoing Description: This project is contributing to enhance the capacity of MISA in conducting PAR Reform namely in the field of training, human resources management, public management and in supporting the HRM legal framework Title: Support in preparation of an Overview and analysis of the existing registers including recommendations for interoperability and preparation of project fiche and ToR for interconnection and use of registries and databases between state authorities and institutions Source of funding: PPF 2009: Project funded by the European Union Lot 3: Telecommunications and information technologies Duration: January 2013 July 2013 Description: This project is contributing to the process of introducing interoperability by preparation of an Overview and analysis of the existing registers including recommendations for interoperability and preparation of technical documentation for further supply of interoperability equipment Title: Supply of equipment for the interoperability framework in the Ministry of Information Society and Administration EuropeAid/135564/SUP/IH/MK. Source of funding: IPA 2010 Supply Contract funded by the European Union Duration: Contract in forecast phase since March 2014 Description: The subject of the contract is the supply, delivery, unloading, installation (including testing and training) and putting into operation of IT equipment (hardware and software) for the Ministry of Information Society and Administration (MISA) for extension of e-government/interoperability services. 3.3 Results: This Twinning project shall provide advisory support to the Ministry of Information Society and Administration as a main beneficiary, as well as other relevant institutions. The Twinning is aimed at further developing the capacity of the Ministry of Information Society and Administration and developing e-government tools in order to improve quality of administrative services to citizens and businesses,. The following mandatory results, which should be jointly achieved by the EU MS (Member State) and BC Twinning Partners, will directly support the achievement of the project s purpose. This project is divided into two components: Component 1: Support to the Interoperability Framework Preparation MANDATORY RESULT 1 Legal framework in support of the implementation of the IOP drafted. To achieve the aforementioned result the following intermediary results will be achieved: - IOP sector laws and bylaws reviewed and analysed; 7

8 - Comparative review of at least 3 EU countries similar solutions prepared; - Draft recommendations prepared for improvement of the analysed legislation. Measurable indicators: - Comparative Analysis document provided; - Recommendations prepared and proposed. MANDATORY RESULT 2 Prepared Interoperability (IOP) standards for the public administration To achieve the aforementioned result the following intermediary results will be achieved: - Prepared guidelines and standards for implementation of the IOP framework; - Developed catalogue for basic registers in the country; - Prepared specific training programme on the new guidelines and IOP standards, including a study visit; - Trained staff on implementation of IOP standards on the basis of the training scheme. Measurable indicator: - Set of guidelines and standards for IOP implementation developed; - Basic register catalogue produced; - training programme approved; - Number of staff trained. Component 2: Support to the MISA for the implementation of the interoperability framework MANDATORY RESULT 3 Improved procedures and mechanisms for delivery of public services and enhanced capacities of MISA staff To achieve the aforementioned result the following intermediary results will be achieved: - Coordination and communication mechanisms with line institutions relevant for the implementation of the public services prepared; - Procedures for implementation of process and document management in the public administration prepared; - MISA staff on implementation of new procedures and mechanisms trained. Measurable indicator: - A feasible coordination mechanism proposed; - A set of procedures for IOP process management across institutions provided; - Number of MISA staff trained. 3.4 Activities: The twinning project should not be a one way technical assistance from a EU MS to a BC. It should help introducing and sharing the EU-wide best practices in connection with the EU law and specific needs of the BC in the field of Interoperability. The proposal made by the MS should include the activities they propose to achieve the results listed in the fiche. Without listing necessarily all the possible activities, the proposal should be detailed enough to respond adequately to the Twinning project fiche. The set of proposed activities will be further developed with the Twinning partners when drafting the Twinning work plan, keeping in mind that the final list of activities will be decided in cooperation with the Twinning partner. The components are closely interlinked and need to be sequenced accordingly. 8

9 The twinning assistance will be provided in the form of know-how transfer aimed at achieving the mandatory results. The list of indicative project activities includes, but is not limited, to the following: Analysis of legal acts and providing recommendations: This activity will be among the crucial actions. Its objective will be to fine tune the whole process of implementation of interoperability in the state The Twinning partner should assess in detail the current mechanisms and procedures and assist in drafting amendments to existing national legislation. It should be done in line with the acquis and EU best practice, as well as for the purpose of more effective procedures. This task will be done in close cooperation and consultation with the Beneficiary Administration. Manual/s, procedures: This activity will complement the one above by assisting the BC in setting up procedures and manuals for application, specification, control, development needed for a smooth implementation of the IOP. Advice and coaching: The MS will provide coaching and on-the-job training to MISA staff for the implementation of the IOP. Coaching and advice shall contribute to strengthening of the capacities of MISA staff working on implementation of IOP and to increasing the effectiveness of the IOP and its practical harmonisation with EU best practices. Tailor-made training: This project will include the development and implementation of a tailor-made training scheme for both MISA and other relevant institutions. The programme will be based on a training needs assessment of the target groups and will focus on all aspects of improving the capacities of the BC in the areas outlined above. The Beneficiary prefers on-the-job training, where applicable. The training programme will also involve the organisation of seminars and workshops. For all seminars and workshops delivered the training materials should be prepared in both English and македонски. Assessment: Every activity within the training programme shall be assessed though practical tools. The results shall be compiled and presented to the Steering Committee, and integrated in the quarterly reports. When it is relevant and possible, the other activities of the twinning project shall be evaluated in the most relevant way. Study visit: one study visit will be organised for representatives of the beneficiary institution to a Member State for exchange of good practices and experience in connection with the preparation and implementation of IOP standards for the public administration. 3.5 Means/ Input from the MS Partner Administration: The project will be implemented in the form of a Twinning contract between the Beneficiary Country and an EU Member State. The implementation of the project foresees a Project Leader, responsible for the overall coordination of project activities, one Resident Twinning Adviser, responsible for management and implementation of project activities foreseen and a pool of Short-term Experts. It is essential that the team has sufficiently broad expertise to cover all the areas included in the project description. The interested Member State institution shall include in its proposal the CVs of the designated Project Leader and Resident Twinning Adviser. Provided that consistency within a consortium can be secured, two Member States may form a consortium of one senior and one junior partner Profile and tasks of the Project Leader The Project Leader from the Member State must be a high-ranking public servant or equivalent staff of a Member State administration or a Senior Officer of a mandated 9

10 body, but preferably the Head of a IT Department engaged in issues of IT policies for the public administration or/and Interoperability policies with relevant working experience of minimum 5 years. The MS Project Leader will continue to work at his/her Member State administration but will devote some of his/her time to conceive, supervise and co-ordinate the overall thrust of the Twinning project, and ensure the attainment of the projected outputs. The Project Leader is fully responsible for co-ordination of the work of the experts. The MS Project Leader will manage the implementation of the project with the Project Leader from the Beneficiary Country and is expected to devote a minimum of 3 days per month to the project in his/her home administration with an on-site visit at least every 3 months. The Project Leader s seniority will ensure his/her ability to mobilise the necessary staff in support of the efficient implementation of the project. In addition, he/she should coordinate, on the Member State side, the Project Steering Committee (PSC), which will meet in Skopje at least every three months. He/she will be supported by his/her Member State administration for logistic, accounting and administrative affairs. Qualifications and skills of MS PL: At least a University degree 6 ; At least 5 years of relevant experience in the field of IT, IOP, E-government or Innovation; Fluent knowledge of English language; Previous experience in the area of capacity building will be considered as an asset. Tasks of MS PL: Conceive, supervise and coordinate the overall preparation of the project; Co-ordinate MS experts work and availability; Communicate with the beneficiary, CFCD and EUD; Ensure the backstopping functions and financial management; Guarantee the successful implementation of the Project s Work Plan; Co-chairing the Project Steering Committee with the BC PL; Preparation and drafting of interim, quarterly and final report. Beneficiary Country Project Leader (BC PL) The BC Project Leader will act as the counterpart of the MS PL and will ensure close cooperation in the overall steering, co-ordination and management of the project from the beneficiary side. He/she will support the Twinning project team in organisational and technical matters and will also coordinate the Project Steering Committee (PSC) on behalf of the BC. The role of the BC PL and the MS PL are complementary Profile and tasks of the RTA One Resident Twinning Advisor (RTAs) will be appointed, and will be located in the premises of the Ministry of Information Society and Administration (MISA) in the Beneficiary country. The secondment of the Resident Twinning Adviser will last 12 months, during which he/she will be responsible for the day-to-day implementation of the project. 6 For reference on equivalent qualification see: EPSO website-annex 1 ( 10

11 S/he will work on a full time and day-to-day basis with the beneficiary administration. The Resident Twinning Adviser will have a key role in the coordination of the inputs required for the successful implementation of the project activities under both components. He /She shall be supported by a pool of short term experts. The Resident Twinning Adviser (RTA) should be a civil servant or equivalent staff made available by MS administrations or mandated body and in charge of IT or similar relevant assignments. Qualifications and skills of RTA: To be qualified for secondment the Resident Twinning Adviser must: be a national of a Member State of the European Union; Be a civil servant or equivalent seconded staff working within departments/units related to IT/Interoperability/E-government in an EU member state; Have at least a University degree7; Have at least 5 years of professional experience in the field of IT policies/systems or relevant equivalent field; have previous experience as project coordinator/ project manager; be fluent in written and spoken English. Additional assets: Previous experience in implementing of IOP Trainer s experience. Tasks of RTA: As to the general responsibility of the day-to-day implementation of the Twinning project in the Beneficiary Country, the Resident Twinning Adviser (RTA) tasks will include: Coordination of all project activities and experts inputs in the country; Provision of technical advice and assistance to the administration or other public sector bodies in the BC in the context of a predetermined work-plan. Ensuring day-to-day implementation of the Twinning project in the BC. Ensuring smooth correlation between the activities, deadlines and the envisaged results in the Work Plan; Ensuring smooth implementation of the different activities delivered; Assess continuously the Twinning Project in all stages and provide link to compare it with the specified benchmarks/results and time-frame; Prepare the material for regular monitoring and reporting; Taking corrective actions, if necessary, inside the terms of the signed contract; In addition to the above responsibilities the RTA will be in charge of execution of activities linked to his own experience; Preparation of operational side letters Profile and tasks of the short-term experts Other specialist staff will be made available by the Twinning Partner to support the implementation of activities. Specific and technical matters not directly covered by the Resident Twinning Adviser can be covered by short-term experts within the limits of the 7 For reference on equivalent qualification see: EPSO website-annex 1 ( 11

12 budget. The detailed expert input shall be established when drawing up the twinning work-plan. Qualifications and skills of STE: Short-Term Experts will: have at least a University-level degree 8 ; be MS nationals have at least 3 years of practical professional experience in the field that they will cover; have competence in at least one of the following areas: IT / Interoperability/ E- government; innovation processes or relevant field needed during the implementation of twinning; have experience in organisation and implementation of training sessions organised by Member States or by Community institutions directed towards staff members and/or operators in the scope of the project; be fluent in English, both oral and written. Tasks of STE: More specifically, the Short-Term experts will: - Prepare and implement specific tasks based mainly on practical cases and experience in compliance with their mission description and in accordance with Project activities; - Provide practical expertise/advices to relevant staff for execution of different tasks related to the project; - Contribute to project reporting, contribute to the draft notes and other documents and report on their missions; - Address cross-cutting issues Profile and tasks of the RTA assistants RTA Assistant: The RTA will be provided with a full-time RTA assistant acting as an assistant for technical and organizational support. The assistant will be contracted according to Twinning rules and paid from the Twinning budget. The assistant will be selected through an open call. The role of RTA Assistant is to support the RTA in the project management. In addition, the assistant will be responsible for organisation of meetings, seminars etc. and their logistics, as well as translation/interpretation Full-time translator / interpreter: A full-time translator / interpreter will be selected through an open call. The full-time translator / interpreter will be involved in all necessary project activities (training sessions, translation of project documents/reports and materials, organizational activities, etc.). The role of the translator / interpreter will be to provide translation and editing as well as interpretation services to the Twinning project in general. The interpreter will be contracted according to Twinning rules and paid from the Twinning budget 8 For reference on equivalent qualification see: EPSO website-annex 1 ( 12

13 4. Institutional Framework The Contracting Authority for this Twinning project is the Central Financing and Contracting Department (CFCD) within the Ministry of Finance Beneficiary Institution(s) The Ministry of Information Society and Administration The total number of employees in the Ministry of Information Society and Administration is 112. With the amendments to the Law on the Organisation and Operation of the State Administration Bodies adopted by the Parliament of the Beneficiary country in December 2010 (Official Gazette No. 167/2010) the Ministry of Information Society and Administration, regarding the reform of the public administration, is responsible for: - drafting legislation concerning the public administration, - surveillance and uniform application of the legal acts regarding the public employees and civil servants, - policies on the rights, the responsibilities, the duties and the appraisal of the public employees and civil servants, - classification and description of the job positions, the salaries and the salary supplements, - Registers of public servants, - preparation of strategic documents for efficient and effective performance, trainings and professional advancement of the civil and public servants, organisation and execution of trainings, - development and coordination of the human resources development, - Reform of the public administration, - International cooperation, - Administrative procedure, - Administrative surveillance Project Steering Committee (PSC) A Steering Committee (SC) will be established at the beginning of the project comprising of senior representatives of the Beneficiary Institution, the Beneficiary Country Project Leader, the Member State Project Leader, the Resident Twinning Adviser, the RTA counterpart, the Delegation of the European Union and the Central Financing and Contracting Department. The SC will monitor, supervise and co-ordinate the overall progress and implementation of the project. The SC will provide guidance for the different components of the project, will define priorities, approve and monitor budgets and approve the results Reporting requirements as per Art 6.4 of the Twinning Manual Reports will follow the templates of Annex C4 of the Common Twinning Manual. In addition to these formal reporting stages, the twinning partners are obliged to inform in writing the Contracting Authority of any critical aspects or conditions of project implementation, or any amendments/modifications necessary within the budget. All reports must be produced in the English in electronic and hard copy. These reports shall be signed by both project leaders. Each report must be presented in electronic format one week prior to the Steering Committee meetings and in two hard copies to the following addresses: Central Financing and Contracting Department Ministry of Finance 13

14 Sveti Kiril i Metodij 54, 1000 Skopje The final versions should incorporate any comments and discussions during the Steering Committee meetings. 5. Budget Twinning Contract Title: Support to the Civil Service and Public Administration Total budget IPA National Co-financing EURO EURO EURO % 95% 5% The co-financing requirement foreseen under IPA will be considered fulfilled according to the provision of the relevant Financing Agreement. The project will be implemented through a Twinning Contract estimated at a maximum of EUR (out of which IPA contribution will amount EUR and EUR national co-financing). Apart from the national co-financing, the beneficiary institution MISA shall provide additional co-financing for the purpose of covering costs not covered under the project budget as per Twinning manual, point 5.13, as follows: - Direct and indirect cost of the Beneficiary administration, civil servants and national private experts working for the project; - Travel by the beneficiary officials from their capitals to a MS or between MS; - Organisation of seminars/ workshops/ trainings (incl. hall rental, printing seminar materials and other logistical support); - Facilities for the Member State experts: adequately equipped office space; telephone; services; fax; photocopiers; computer; internet access; access to information. The following expenses are also to be covered with the project funds: - Visibility Costs and - Audit certificate cost. The project will be located in the premises of MISA which will also ensure providing the Member State experts with the documents necessary for project implementation. 6. Implementation Arrangements 6.1 Implementing Agency The Central Financing and Contracting Department (CFCD) of the Ministry of Finance will be responsible for tendering, contracting, payments, accounting and overall supervision of the implementation of the project, upon conferral of management. The Head of CFCD will act as the Programme Authorising Officer (PAO) of the project. Ms. Radica Koceva (PAO) Central Financing and Contracting Department Ministry of Finance Tel: Fax: radica.koceva@finance.gov.mk 14

15 6.2 Main counterpart in the BC Ministry of Information Society and Administration The following persons will be counterparts of the key personnel of the MS Partner Administration: (NB: note that other contact persons might be appointed following the 2014 general elections and subsequent possible staffing changes ) BC Project Leader Jahi Jahija State Secretary Ministry of information society and administration "Sv Kiril i Metodij" bb 1000 Skopjehttp:// jahi.jahija@misa.gov.mk Office: RTA Counterpart Igor Crvenov Associate for support of the process for analysis and planning of the interoperability system, Unit for Interoperability, Sector for development of information society, acting as Head of Unit Ministry of information society and administration "Sv Kiril i Metodij" bb 1000 Skopje igor.crvenov@mioa.gov.mk Office Senior Programme Officer Jasmina Gelevska Head of Unit for IPA and other foreign aid, Sector for EU Ministry of information society and administration Tel: jasmina.gelevska@mioa.gov.mk: 6.3 Contracts One (1) Twinning contract is foreseen for the implementation of the above mentioned activities. 7. Implementation Schedule (indicative) 7.1 Launching of the call for proposals The estimated date for the launching of the call for proposals is May Start of project activities The estimated date for start of project activities is December Project completion (Date) The project implementation period (duration of the work plan) is 12 months after the commencement date of the Project. 15

16 7.4 Duration of the execution period The overall execution period of the Twinning project is 15 months with an implementation period of 12 months. (The execution period of the contract shall enter into force upon the date of notification by the Contracting Authority of the contract signed by all parties, whereas it shall end 3 months after the implementation period of the Action). 8. Sustainability The Beneficiary administration is fully committed to ensuring a long term impact of the activities of this Twinning Project. The expected combined impact of this project will bring about significant improvement in the quality of services in the public sector. The project will have impact on simplification, facilitation of procedures for providing administrative services. After project completion, the key elements of the system are expected to be in place and operational. The Member State Twinning partners shall transfer their best practices and know-how necessary to achieve the mandatory results to the Beneficiary administration. Staff benefiting from trainings shall transfer knowledge through subsequent training to their colleagues, for which the developed training curricula and training materials will be used. Moreover, at the end of the implementation period a "lessons learned" seminar will be held to disseminate the results and the best practices acquired and to foresee future relevant activities. 9. Crosscutting issues (equal opportunity, environment, etc ) The cross-cutting issues will be addressed throughout the project. The mainstreaming of the cross cutting issues is regarded on two different levels: (a) Ensuring that the internal policies, structure or operating procedures of the beneficiary institution will conform to and promote the relevant principles outlined per section below and (b) Ensuring that the products, outputs produced by the twinning partners (e.g. laws, regulations, policies, and strategies) will conform to and promote the relevant principles outlined per section below where relevant. 9.1 Civil Society development and dialogue The activities of this project will aim to achieving high standards of trained civil servants open to communication and consultation process with relevant stakeholders. 9.2 Environmental considerations Any ecological friendly initiative which can be taken must be implemented. 9.3 Equal Opportunity and non-discrimination The training activities will have in mind the Government Gender Strategy, while reference will be made to the EC Programme of Action for the mainstreaming of gender equality in community development cooperation ( ). Equal participation in this project of women and men will be enforced at the start of the project. 9.4 Minority and vulnerable groups Where the main reference in the country in relation to minority groups is the Ohrid Framework Agreement, in an EU context, reference is made to the Race directive of 2000 (200/43/EC of 29 June), which has an important impact on employment (incl. vocational training, working conditions, social protection etc.) and is also a crucial aspect 16

17 of the acquis. The activities will aim to address the training of staff in the different aspects of mainstreaming minority and vulnerable groups. 9.5 Good governance, with particular attention to fight against corruption One important outcome of this project will be improved transparency and effective coordination between public institutions. In the context of this project strategies and action plans will be developed in an inclusive fashion thereby enhancing the participation of all stakeholders. 9.6 Communication and publicity All requirements to ensure the visibility of EU financing will be fulfilled in accordance with Regulation (EC). N. 718/ Conditionality and sequencing 10.1 Conditionality The project includes the following conditionalities: - Timely allocation of working space and facilities by the beneficiary for technical assistance before the launch of the tender process; - Participation by the beneficiary in the tender process as per EU Twinning regulations; - Appointment of counterpart personnel by the beneficiaries before the launch of the tender process and maintaining continuity; - Proactive involvement of the MISA and its secretariat in the implementation of the project; - Organisation, selection and appointment of members of working groups, steering and coordination committees, seminars by the beneficiaries as per work plan of the project; - Appointing the relevant staff by the beneficiaries to participate in training activities as per work plan; - Sufficient managerial and technical human resources allocated to the relevant Departments Sequencing Key milestones will be: 1) Approval of the Twinning project fiche; 2) Circulation of the Twinning Project Fiche to Member State National Contact Points; 3) Completion of the selection of the twinning partner; 4) Signature of the Twinning contract, including the Twinning Work Plan; 5) Commencement of the implementation of the twinning (inter alia, the arrival in the country of the Resident Twinning Adviser); 6) End of the implementation period; 7) Submission of the final report. ANNEXES TO PROJECT FICHE 1. Logical framework matrix in standard format 9 See Article 62 and 63 of Regulation(EC) N. 718/

18 ANNEX I - Log frame in standard format LOGFRAME PLANNING MATRIX FOR Twinning Fiche: Support to the Civil Service and Public Administration Programme name and number: National Programme for under the IPA Transition Assistance and Institution Building Component for CRIS number Twinning Number: MK2010/IB/PA/01 Overall objective Objectively verifiable indicators Sources of Verification The overall objective of this project is improvement of the Government's institutional processes and procedures, as well as legislation related to public administration, thus supporting the development of democratic society in view of future EU accession and membership. Contracting period Execution Disbursement period expires two years from period expires expires one year from the the date of the two years from final date for execution of conclusion of the the final date for contracts. Financing Agreement contracting Total budget : IPA budget: - EC progress reports EUR EUR Project purpose Objectively verifiable indicators Sources of Verification Assumptions The purpose of the project is to further develop e-government tools, and improve the quality of administrative services for the citizens and businesses. - EC Progress Reports; - Report of the Steering Committee; - Project reports (quarterly, - Government maintains consistent policy and commitment to the EU accession; 18

19 annual); - EC assessment on functioning of the public administration; - Reports on satisfaction by the public from the public services provided. - Public Administration Reform (PAR) remains one of the strategic priorities of the Government; - MISA is sufficiently staffed and funded to take active involvement in the project; - Ministries and other national stakeholders are ready to cooperate with the MISA in project activities Results Objectively verifiable indicators Sources of Verification Assumptions Component 1: Support to the Interoperability Framework Preparation MANDATORY RESULT 1 Legal framework in support of the implementation of the IOP drafted Intermediary results: - IOP sector laws and bylaws reviewed and analysed - Prepared comparative review of at least 3 EU countries similar solutions - Prepared draft recommendations for improvement of the analysed legislation. MANDATORY RESULT 2 Prepared IOP - Comparative Analysis document provided - Recommendations prepared and proposed. - Recommendations by MS team; - Revised legislation as regards the IOP; - Training programme and training materials; - Attendance sheets from trainings; - Comparative study with EU practices, - The number of training and learning events organised and number of staff participating in those; - Improved and revised methodology. 19

20 standards for the public administration Intermediary results: - Prepared guidelines and standards for implementation of the interoperability framework; - Developed catalogue for basic registers in the country; - Prepared specific training programme on the new guidelines and IOP standards, including a study visit; - Trained staff on implementation of IOP standards on the basis of the training scheme. - Set of guidelines and standards for IOP implementation developed - Basic register catalogue produced - Approved training programme - Number of staff trained Component 2: Support to the MISA for the implementation of the interoperability framework MANDATORY RESULT 3 Improved procedures and mechanisms for delivery of public services Intermediary results: - Coordination and communication mechanisms with line institutions relevant for the implementation of the public services prepared; - Procedures for implementation of process and document - Proposed a feasible coordination mechanism - Provided a set of procedures for IOP process management across institutions - Number of MISA staff trained 20

21 management in the public administration prepared - Trained MISA staff on implementation of new procedures and mechanisms. Activities The twinning project should not be a one way technical assistance from a MS to a BC. It must help to introduce and share EU wide best practices in connection with Community legislation and specific needs of the BC in the field of Interoperability. Means The twinning assistance will be provided in the form of know-how transfer and will be delivered through: Analysis of legal acts and providing recommendations: This activity will be among the crucial actions. Its objective will be to fine tune the whole process of implementation of interoperability in the state The Twinning partner should assess in detail the current mechanisms and procedures and assist in drafting amendments to existing national legislation. It should be done in line with the Acquis and EU best practice, as well as for the purpose of more effective procedures. This task will be done in close cooperation and consultation with Beneficiary Administration. Manual/s, procedures: This activity will complement the one above by assisting the BC in Costs Assumptions 21

22 setting up procedures and manuals for application, specification, control, development needed for a smooth implementation of the IOP. Advice and coaching: The MS will provide coaching and on-thejob training to MISA staff for the implementation of the IOP. Coaching and advice shall contribute to strengthening of the capacities of MISA staff working on implementation of IOP and to increasing the effectiveness of the IOP and its practical harmonisation with EU best practices. Tailor made training: This project will include the development and implementation of a tailor-made training programme for both MISA and other relevant institutions. The programme will be based on a training needs assessment of the target groups and will focus on all aspects of improving the capacities of the BC in the areas outlined above. The Beneficiary prefers on-thejob training, where applicable. The training programme will also involve the organisation of 22

23 seminars and workshops. For all seminars and workshops delivered the training materials should be prepared in both English and Macedonian language. Assessment: Every activity within the training programme shall be assessed though practical tools. The results shall be compiled and presented to the Steering Committee, and integrated in the quarterly reports. When it is relevant and possible, the other activities of the twinning project shall be evaluated in the most relevant way. Study visit: one study visit will be organised for representatives of the beneficiary institution to a Member State for exchange of good practices and experience in connection with the preparation and implementation of IOP standards for the public administration. 23

24 Component 1 and 2 contract 1 Twining contract; Twining contract : Overall cost EUR IPA contribution: EUR National co-financing: EUR 24