institutional structures for structural funds assistance ministry of finance september 10, 2003
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Institutional structures for Institutional structures for Structural Funds assistanceStructural Funds assistance
Ministry of Finance
September 10, 2003
2
Approaches to design of Implementation Schemes
Diversity of activities within the SPD
Different target groups and recipients of assistance
Existing national institutional arrangements and administrative practices
Experience in management of EU pre-accession instruments
3
Types of projects
Projects to be selected in open call for applications
National projects
Aid schemes
4
Projects to be selected in open call for applications
Applied for projects where the best projects can be selected by an open competition and depend on specificity of proposed activities. These projects can be implemented on case by case basis.
Examples of Activities – Support to establishment public internet access points, support to agriculture holdings
5
National projects
Applied in cases where it is necessary to agree on package of projects that are mutually linked and have a common objective. These packages of projects are elaborated in accordance with specific national sectoral strategy.
Examples of Activities – optimisation of road infrastructure, labour market institutions capacity building.
6
Aid schemes
In cases where there is a need to implement a large number of small scale sector specific interventions the implementing body granting aid needs to be capable in dealing with the specific group of recipients;
Examples of Activities - marketing support to exporting SME’s
7
Institutional structures forInstitutional structures forStructural Funds assistanceStructural Funds assistance* *
Paying AuthorityState Treasury
Final beneficiaries (state and municipal enterprises, private enterprises and physical persons,
local governments, state institutions, non-governmental organisations a.o.)
Managing AuthorityMinistry of Finance
Monitoring Committee
Steering Committees
Line ministries Ministry of Regional Development and Local
Government Affairs; Ministry of Economy;Ministry of Welfare; Ministry of Education and
Science; Ministry of Agriculture; Ministry of Transport; Ministry of Environment;
Ministry of Health; Ministry of Culture.
Intermediate Bodies - Central Finance and Contract Unit in relation to ERDF- State Employment Service in relation to ESF
(measures for development of employment)- Professional Education Development Programme Agency
in relation to ESF (measures for development of education)
- Rural Support Service in relation to EAGGF and FIFG
* Based on the Regulations of Cabinet of Ministers approved on September 2, 2003
Aid scheme managers (e.g. LDA, LGA, SIF)
8
Main institutions and their tasks
Managing Authority
Paying Authority
Line ministries
Intermediate bodies
Aid scheme managers
Monitoring Committee
Steering Committees
9
Managing Authority
Ministry of Finance
Ensures overall management, control, implementation, monitoring and evaluation
of the programme by maintaining and coordinating the functioning of the system
10
Managing Authority
Planned internal structure of department of EU Funds:
Unit for ERDF
Unit for ESF
Unit of EAGGF and FIFG
IT systems unit
Information and publicity unit
11
Paying Authority
State Treasury
Ensures financial management and processing of payments
12
Line ministries
Ensures coherent policy content of the programme by:
selecting the projects in case of open calls for proposals,
elaborating sectoral interventions in case of national projects,
approval of aid schemes
13
Intermediate bodies
CFCU, SES, RSS, AVEDP
Ensures technical, administrative and financial management in respect to final beneficiaries
Enter in contract with the designated aid scheme managers on implementation of aid schemes and carry out controls
14
Aid Scheme managers
Implements the aid scheme by ensuring technical, administrative and financial management in respect to specific group of recipients
e.g. Latvian Development Agency
15
Monitoring CommitteeMonitoring Committee
review and approve Programme complement; approve selection criteria for projects financed within the
relevant structural fund developed by Line ministries; review and approve reviews and reports on the SPD
implementation progress prepared by managing authority for submission to European Commission;
ensure monitoring of the implementation of the SPD in general, including reviewing reports and evaluating the implementation progress of SPD measures.
16
Steering Committees
• review project selection criteria before their submission to the Monitoring Committee;
• approve the project application form and guidelines for project preparation in the case of open call for proposals for ERDF and ESF;
• check regularly the implementation progress of Priorities and measures of particular structural fund;
• review implementation reviews and reports on SPD implementation progress for the Fund and Priority prepared by Managing authority for submission to European Commission;
• Ensures coordination between differrent partners involved in the implmenetation of the priority
4 Steering Committees – one for each Structural fund chaired by Managing Authority
Representatives: Managing Authority, line ministries, Intermediate Bodies, social partners, Regional Development Councils, Union of Local Governments of Latvia
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Project selection
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Call forapplications
Prepare projectapplication
Receive projectapplication
Evaluate Projectapplication
Approveproject
List of approvedprojects
Develop projectselection criteria
Positive opinionon selection
criteria
Approvecriteria
Develop projectapplication form
Approveappl.form
ERDF and ESF project selection - open call for applications
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ERDF and ESF project selection - national projects
Project selection
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Positiveopinion
on nationalprogramme
List of projects
Developnational
programme
Decision
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Project selection
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Call forapplications
Prepare projectapplication
Receive andevaluate project
application
Approveproject
List of approvedprojects
Develop projectselection criteria
Positive opinionon selection
criteria
Approvecriteria
Develop projectapplication form
EAGGF and FIFG project selection open call for applications
20
Project implementation
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Ensureprocurement
process
Contract withbeneficiary on
projectimplementation
Checkprocurement
process (basedon risk analysis)
Procurement MonitoringBureau -
monitor procurementprocess in accordance
with provisions ofnational legislation
Enter intocontract with
contractor
Works, supplies,services
Monitoring inaccordance with
contracts
Ensureon-the-spot
checks
Project implementation, payment flows and monitoring
21
Payment flow
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Invoices andsupporting
documentation
Check invoicesand supportingdocumentation
Make advancepayment and
payments based ondeclarations
Receive paymentsfrom EC
Pay to thecontractor
Money oncontractor's
account
Prepare requestfor reimbursement
Check request forreimbursement
Check request forreimbursementand pay to the
beneficiary
Money onbeneficiarie's
account
Prepareexpendituredeclarations
Give assurance onsystem operation,
controls andaudits performed
Checkexpenditure
declarations andcertify
expenditure
22
Reporting and monitoring
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthorityLine Ministry
IntermediateBody
Beneficiary
Report to LineMinistry
Financial andphysical data
onimplementation
of projects
Financial andphysical data onimplementation
of the SPD
Financial dataon
implementationof the SPD
Access tofinancial and
physical data onimplementation
of the SPD
Information onprogress of SPDimplementation
Report toManagingAuthority
Report onfinancial data
Report to the EC
Review reportsprepared by the
ManagingAuthority
Approve reportsprepared by the
ManagingAuthority
Receive reports
23
ERDF and ESF implementation scheme - aid schemes
Project selectionPhase I - approval of aid scheme manager and aid scheme management project
ContractorEuropean
CommissionPaying
AuthorityMonitoringCommittee
SteeringCommittee
ManagingAuthority
LineMinistry
IntermediateBody
Beneficiary
Prepareapplication
formanagementof aid scheme
Aid schememanager
Evaluatepotential aid
schememanager
Draft decisionon approval of
aid schememanager Cabinet of Ministers -
decision on approved aidscheme manager
Receive list ofapproved aid
schememanagers
Prepare aidscheme
Approveaid scheme
Receive list ofapproved aid
schemes
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Project selectionPhase II - approval of projects within the aid scheme
Contractor EuropeanCommission
PayingAuthority
MonitoringCommittee
SteeringCommittee
ManagingAuthority
LineMinistry
IntermediateBody
Beneficiary
Develop aidschemeproject
selectioncriteria
Aid schememanager
Contract withaid schememanager onaid schemeimplement.
Prepareproject
application
Call forapplications
Approveproject
Develop aidschemeproject
applicationform
Receive andevaluateproject
application
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Project implementation
Contractor EuropeanCommission
PayingAuthority
MonitoringCommittee
SteeringCommittee
ManagingAuthority
LineMinistry
IntermediateBody
Beneficiary
Ensureprocurement
process
Aid schememanager
Contract withbeneficiary on
projectimplement.
Monitoring inaccordance
with contracts
Works,supplies,services
Enter intocontract with
contractor
Ensureon-the-spot
checks
Checkprocurement
process(based on risk
analysis)
Procurement MonitoringBureau -
monitor procurementprocess in accordance
with provisions ofnational legislation
Ensureon-the-spot
checks(common aid
scheme)
26
Payment flow
Contractor EuropeanCommission
PayingAuthority
MonitoringCommittee
SteeringCommittee
ManagingAuthority
LineMinistry
IntermediateBody
BeneficiaryAid scheme
manager
Invoices andsupporting
documentation
Preparepaymentrequest
Money onbeneficiary's
account
Pay to thecontractor
Checkpayment
request andpay to the
beneficiary
Preparerequest for
reimbursement
Make advancepayment and
paymentsbased on
declarations
Receivepaymentsfrom EC
Money oncontractor's
account
Checkinvoices andsupporting
documentation
Check requestfor
reimbursement
Check requestfor
reimbursement
Money on aidscheme
managersaccount
Prepareexpendituredeclarations
Give assuranceon systemoperation,
controls andaudits performed
Checkexpendituredeclarations,
certifyexpenditure
27
Reporting and monitoring
Contractor EuropeanCommission
PayingAuthority
MonitoringCommittee
SteeringCommittee
ManagingAuthority
LineMinistry
IntermediateBody
BeneficiaryAid scheme
manager
Financial andphysical data
onimplement.of projects
Financial andphysical data
onimplement. of
the SPD
Financialdata on
implement.of the SPD
Financial andphysical data
onimplement. of
aid scheme
Access tofinancial andphysical data
onimplement. of
the SPD
Report toIntermediate
Body
Report to LineMinistry
Report toManagingAuthority
Report onfinancial data
Information onprogress of SPDimplementation
Report to EC
Review reportsprepared by the
ManagingAuthority
Approve reportsprepared by the
ManagingAuthority
Receive reports
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