CFCU PROGRESS AND MONITORING REPORTS (PMRs)

CFCU QUARTERLY REPORTING  Decision of Joint Monitoring Committee Meeting (28 January 2009)  Reports submitted quarterly basis.  Q1-2010: January, February, March 2010  Q2-2010: April, May, June 2010  …  The CFCU, the EUSG, the National Fund and the EU Delegation held meetings in order to identify the template and the procedure for quarterly reporting.

CFCU QUARTERLY REPORTING  The template of monthly “Progress Reports” submitted to the CFCU and the bi-annual “Monitoring Reports” submitted to the EUSG by the Beneficiary Institutions were merged.  New template for “Progress and Monitoring Report” was formed.  No more hardcopies/signatures  Preparation / circulation via electronic media.

CFCU PMR System The revision of MoP – Annex B03 Operational Agreement PAO-SPO was submitted to the NAO on and the NAO approved the revisions on CFCU Training on PMR System: All the SPOs of the ongoing projects under NP and IPA Component I – 2007/2008, the representatives from the EUSG, NF and EUD 2-5 November 2010 Official Letters to SPOs: revision on the Operational Agreement regarding the new Monitoring System.

CFCU New PMRs via Electronic Media (2)  Basic Project data and other information on the PMRs, such as reference number, title of project automatically filled;  Reference Number budget / contracted / disbursed amounts, expiry dates, beneficiary institution/SPO details etc, will be by the system.  Beneficiaries will only fill the assay part of the report which will ease their work.

CFCU Workflow INSTITUTIONSACTIONS The Beneficiary Institutions Prepare / Revise / Approve EUSGApprove / Reject with comments CFCUApprove / Reject with comments EU DelegationPreview / Comment via National FundPreview / Comment via

CFCU Role of SPO  Operational Agreement – Article 10 2§ - Transfer of Funds,  To enable the CFCU to formally request funds from the National Fund the SPO shall submit to the CFCU on a monthly basis, no later than the 5th working day of the following month, progress reports as stipulated in Article 16, paragraph 2.  To enable the CFCU to formally request funds from the National Fund, the SPO shall fill the Progress and Monitoring Reports on a quarterly basis through electronic media developed by the CFCU, no later than the 5th working day of the following month of each quarterly period (i.e. the reports for 1st Quarter January- February-March shall be filled till ), as stipulated in Article 16, paragraph 2.

CFCU Role of SPO  Operational Agreement – Article 16 2§ - Reporting,  Information, on a monthly basis by the 5th working day of the following month, on any determined/suspicious irregularities that may have occurred or, if none then, the submission of a “Zero” Irregularity Report.  Immediate information on any determined/suspicious irregularities that may have occurred or, if none then, the submission of a “Zero” Irregularity Report (Annex to the Operational Agreement) on a quarterly basis by the 5th working day of the following month of each quarterly period.  Via electronic media, just an information whether there is Irregularity or not will be clicked. The signed hardcopies will be submitted to the CFCU.

CFCU Scenario 1 SPOs EUSG NFSPOsEUSG CFCU EUD Approves Approves & Visible to All Parties

CFCU Scenario 2 SPOs EUSG NFSPOsEUSG CFCU EUD Approves Rejects Approves SPOs Revises EUSG Approves CFCU Approves & Visible to All Parties

CFCU Scenario 3 SPOs EUSG NFSPOsEUSG CFCU EUD Approves Rejects (comments will be seen by EUSG) SPOs Revises CFCU Approves & Visible to All Parties Will not be re-approved by EUSG, as it was approved in previous cycle.

CFCU Scenario 4 NFSPOsEUSGEUD All Parties Approved & Visible EUD Rejects via CFCU PMRM Rejects to SPO or CM CFCU CM Rejects to SPO SPOs Revises EUSG - CFCU Approves & Visible to All Parties EUD – EUSG – NF – Beneficiary Institutions EUSG will re-approve here since this cycle will function as the first cycle.

CFCU Use of System  Each SPO and each relevant institution, the EUSG, the NF, the EU Delegation, were given user name and password.  Each party will be able to reach the reports as read only whenever they want and see the status of the report (at the Beneficiary, at the EUSG, at the CFCU, completed)  Only the party who is in the queue to revise/comment the report will have the authority to make revisions to the report.

CFCU Current Status STATUS 1st Cycle 2nd Cycle 3rd CycleTotal% At the SPO At the SPO Prepare and Approve At the Beneficiary At the EUSG At the CFCU COMPLETED TOTAL

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