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Monitoring Systems

State Planning Organization (DPT) DG Regional Dev elopment and Structural Adjustment Department of Monitoring and Evaluation. Monitoring Systems. Zeynep ERSAYIN (Business Administration) Coordinator for monitoring of TR90 NUTS II Region Development Programme

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Monitoring Systems

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  1. State Planning Organization (DPT) DG Regional Developmentand Structural Adjustment Department of Monitoring and Evaluation Monitoring Systems

  2. Zeynep ERSAYIN (Business Administration) Coordinator for monitoring of TR90 NUTS II Region Development Programme Member of “Monitoring System for Local Investment” team One year experience in “Social Security Institution” Personal Experiences

  3. Volkan İdris SARI (City Planner) Coordinator for Samsun, Kastamonu and Erzurum NUTS II Regions Development Programme Coordinator of “Regional Development Tools” Specialized Commission under National Development Plan Member of working group for coordination of Regional Competitiveness Operational Programme Personal Experiences

  4. DPT’s Role and Institutional Structure Monitoring and Evaluation Department Common Monitoring Framework in General Evaluation Surveys Future Perspective Content

  5. Organisational Chart of Undersecretariat of DPT Undersecretary Secretariat for High Planning Council Secretariat for Economic and Social Council Advisors Legal Advisor Secretariat for Money, Credit and Coordination Council Management Info Center Secretariat for Councils Deputy Undersecretary Deputy Undersecretary Knowledge Society Deputy Undersecretary Secretary General DG Regional Development and Structural Adjustment DG Annual Programmes & Conjuncture DG Economic Modelling and Strategic Research DG Economic Sectors and Coordination DG Social Sectors and Coordination DG EU Affairs DG Foreign Economic Relations Units Units Units Units Units Units Units

  6. Responsibility in terms of planning, coordination, multi-annual and annual programming, regional development and EU assistance Harmonisation of sectoral and regional policies Horizontal coordination role among ministries and other institutions Coordination and guidance for strategic planning Coordination of public investment programme Appropriation of national co-financing of investments Sectoral coordination for IPA Components III and IV Vertical coordination between central institutions and development agencies Role of Undersecretariat of DPT

  7. Duties: To design and coordinate monitoring system for EU Regional Development Programmes (RDPs) To establish and coordinate monitoring system for RDAs To design system for Public Investments To contribute to design monitoring system for National Development Plan Monitoring and Evaluation Department

  8. DPT programmed and coordinated EU RDPsCovers almost half of the Turkey Eastern Anatolian Development Programme (309 Projects) RD Samsun, Kastamonu and Erzurum NUTS II Regions (396 Projects) RD Ağrı, Kayseri, Konya and Malatya NUTS II Regions (509 Projects) RD in TR 90 NUTS II Region (Evaluation ongoing, ~250 Projects)

  9. Developed, managed and sustained by DPT Agreed with European Commission Delegation to Turkey (ECD) and Central Finance and Contracts Unit (CFCU) Covers all actors from Grant Beneficiaries to central level Coherent with administrative structures and local characteristics Harmonised with Turkish and EU procedures All RDPs supported by a common M&E Framework

  10. Based on beneficiary declarations and multi level validation system Declaration of Grant Beneficiaries in every two months Validation by monitors via monitoring visits Validation by Programme Implementation Units via control visits and other monitoring tools Validation by DPT and CFCU through Monitoring Infrmation System, reports and control visits Pro-active support, not waiting till the problems occur Risk assessment Performance indicators Early Warning and irregularity M&E System: A standard platform for all grant schemes

  11. Monitoring Network Common Monitoring Manual Monitoring Information System (MIS) Three Pillars of the M&E System

  12. Monitoring Network (Diagram) DPT Design and co-finance Coordination of the Programme SPO CFCU I Coordination of Monitoring System DPT M&E Dep. Regional Coordination and Technical Support to Beneficiaries Regional Unit II PIU TAT Monitors 3-6 Persons Per Province III Project Site Visits Beneficiaries IV Project Implementation

  13. SPO is responsible for the technical implementation of the programme and also will coordinate the monitoring of the projects awarded. CFCU is the Contracting Authority for all EU-funded programmes and responsible for contracting and contract amendments, approval of reports and payments to the granted projects. Actors in Monitoring Framework

  14. Programme Implementation Unit (PIU) is the regional unit responsible to monitor and support the implementation of projects, components and finally the overall Programme. Technical Assistance Team (TAT), where applicable, will assist SPO, CFCU and PIU in the programming and implementation of the programmes. Actors in Monitoring Framework (II)

  15. RDPs carried out by a Sustainable Decentralized Institutional Network Local Center Regions 27 Provinces covered by RDPs DG Regional Dev. and Struc. Adjust. 8 Development (Service) Unions Local monitoring and support toGBs Programming, coordination, Implementation, M&E of RDPs Regional Coord. ofMonitoring and Support Activities EADP 9 Staff 1 EADP: 16 Experts Depart. of EU RDPs 14 Experts 3 SKE : 16 Experts SKE 44 Staff 4 AKKM: 24 Experts AKKM 54 Staff Depart. of M&E 15 Experts 107 Staff 56 Experts At most 10 projects per staff At most 30 projects per expert 29 Experts

  16. Describes the overall monitoring framework: Monitoring dimensions, actors, tools and process Detailed description of duties and responsibilities of each actor in each monitoring activity Reporting procedures and standard templates Control and validation levels including financial control and secondary procurement checklists Common Monitoring Manual: Basic reference document for monitoring of all EU RDPs

  17. Provides monitoring system integrity Provides easy access and transparency Enforces obeying the rules Creates standards for reporting and data entry Verifies the declarations; Reports and Visits Improves the quality of monitoring activities Monitoring Information System: An integrative tool

  18. MIS: Common communication and information platform

  19. Mid term evaluation survey (Relevance, efficiency) System performance and results of activities Media: Internet (MIS) Between May 22nd and June 4th 2007 Responded by 327 Grant Beneficiaries (EADP: 50% - RD SKE 46%) Final evaluation survey Results and impacts of programmes Planned to be conducted in February 2008 Evaluation Surveys

  20. Grant Beneficiaries are satisfied with quality and quantity of information, training and support activities Significant level of achievements in expected project goals and fulfilment of the activities Grant type aid: main motivation of applications Challenging factors: complexity of rules and procedures, reporting and correspondences in English Sustainability of structures and outputs Results of Mid-term evaluation survey

  21. Transferring “Lessons Learned” Consultancy for M&E of New EU Interventions Instrument for Pre-Accession M&E of National Plans/Programmes/Projects KÖYDES (Small scale infrastructure projects for villages) Local (Provincial) investments by Governorships Dissemination of “monitoring culture” in the public sector Producing standard manuals OPEN-DAYS Organizations New Perspective

  22. Development of basic infrastructure of the villages all over Turkey in 2007, 23.561 projects and 1.2 billion € Database Road database Village database Basic Project Data Drinking water system Sewerage system Road construction Agricultural Irrigation KÖYDES Monitoring System

  23. Data collection for 11 sub-sectors: Education, Health, Transportation, Agriculture, Mining, Manufacturing Industry, Energy, Communication, Housing, Tourism and Other Public Sectors. Sectoral Data (every 6 months) Database and Needs Assessment Monitoring Indicators Problems and Needs Project Data (every 3 months) Basic Project Data Monitoring Indicators for Ongoing Projects Data for Project Proposals Provincial Investments Monitoring System

  24. THANKS FOR YOUR ATTENTION...

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