State Planning Organization
Monitoring Systems
State Planning Organization (DPT)DG Regional Development and Structural AdjustmentDepartment of Monitoring and Evaluation
State Planning Organization
Personal Experiences
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”
State Planning Organization
Personal Experiences
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
State Planning Organization
Content
DPT’s Role and Institutional Structure
Monitoring and Evaluation Department
Common Monitoring Framework in General
Evaluation Surveys
Future Perspective
State Planning Organization
Deputy Deputy UndersecretaryUndersecretary
Deputy Deputy UndersecretaryUndersecretary
DG Annual DG Annual Programmes Programmes & Conjuncture& Conjuncture
DG Annual DG Annual Programmes Programmes & Conjuncture& Conjuncture
DG Economic DG Economic Modelling andModelling and
Strategic Strategic ResearchResearch
DG Economic DG Economic Modelling andModelling and
Strategic Strategic ResearchResearch
UnitsUnits
DG EU DG EU AffairsAffairs
DG EU DG EU AffairsAffairs
DG Economic DG Economic Sectors and Sectors and CoordinationCoordination
DG Economic DG Economic Sectors and Sectors and CoordinationCoordination
DG Social DG Social Sectors and Sectors and Coordination Coordination
DG Social DG Social Sectors and Sectors and Coordination Coordination
DG Foreign DG Foreign Economic Economic RelationsRelations
DG Foreign DG Foreign Economic Economic RelationsRelations
KnowledgeSociety
KnowledgeSociety Secretary Secretary
GeneralGeneral
Secretary Secretary GeneralGeneral
Advisors Advisors Advisors Advisors
DG Regional DG Regional DevelopmentDevelopment
and Structural and Structural AdjustmentAdjustment
DG Regional DG Regional DevelopmentDevelopment
and Structural and Structural AdjustmentAdjustment
Legal AdvisorLegal AdvisorLegal AdvisorLegal Advisor
Management Info CenterManagement Info CenterManagement Info CenterManagement Info Center
Secretariat for CouncilsSecretariat for CouncilsSecretariat for CouncilsSecretariat for Councils
Secretariat for High Planning CouncilSecretariat for High Planning CouncilSecretariat for High Planning CouncilSecretariat for High Planning Council
Secretariat for Economic and Social CouncilSecretariat for Economic and Social CouncilSecretariat for Economic and Social CouncilSecretariat for Economic and Social Council
Secretariat for Money, Credit Secretariat for Money, Credit and Coordination Counciland Coordination Council
Secretariat for Money, Credit Secretariat for Money, Credit and Coordination Counciland Coordination Council
UndersecretaryUndersecretaryUndersecretaryUndersecretary
DeputyDeputy UndersecretaryUndersecretary
DeputyDeputy UndersecretaryUndersecretary Deputy Deputy
UndersecretaryUndersecretary
Deputy Deputy UndersecretaryUndersecretary
UnitsUnits UnitsUnits UnitsUnits UnitsUnits UnitsUnits UnitsUnits
Organisational Chart of Undersecretariat of DPT
State Planning Organization
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
State Planning Organization
Monitoring and Evaluation Department
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
State Planning Organization
DPT programmed and coordinated EU RDPs Covers 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)
State Planning Organization
All RDPs supported by a common M&E Framework
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
State Planning Organization
M&E System: A standard platform for all grant schemes
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
State Planning Organization
Three Pillars of the M&E System
Monitoring Network
Common Monitoring Manual
Monitoring Information System (MIS)
State Planning Organization
Monitoring Network (Diagram)
SPO
Regional Unit
DPT M&E Dep.
TATPIU
CFCUI
III
II
Beneficiaries
Monitors 3-6 PersonsPer Province
Coordination of the Programme
Coordination of Monitoring System
Regional Coordination and Technical Support to Beneficiaries
Project Site Visits
Project Implementation
DPT
IV
Design and co-finance
State Planning Organization
Actors in Monitoring Framework
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.
State Planning Organization
Actors in Monitoring Framework (II)
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.
State Planning Organization
CenterCenter RegionsRegions
Depart. of EU RDepart. of EU RDDPsPs
Depart. of M&EDepart. of M&E
14 Experts
15 Experts
29 Experts29 Experts
8 Development 8 Development (Service) Unions(Service) Unions
1 EADP: 16 Experts
Regional Coord. of Monitoring and Support Activities
DG Regional Dev. and Struc. DG Regional Dev. and Struc. Adjust.Adjust.
Programming, coordination, Implementation, M&E of RDPs
3 SKE : 16 Experts
4 AKKM: 24 Experts
5656 Experts Experts
LocalLocal27 Provinces 27 Provinces covered by RDPscovered by RDPs
Local monitoring and support to GBs
AKKM 54 Staff
107 Staff107 Staff
EADP 9 Staff
SKE 44 Staff
RDPs carried out by a Sustainable Decentralized Institutional Network
At most 30 projects per expert
At most 10 projects per staff
State Planning Organization
Common Monitoring Manual: Basic reference document for monitoring of all EU RDPs
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
State Planning Organization
Monitoring Information System: An integrative tool
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
State Planning Organization
MIS: Common communication and information platform Information Flow in MIS
Beneficiary
PIU/PCU
Monitors
SPO
CFCU
MIS On Spot Visit Report Early warning Report Irregularity Report Interim –Final Report Assessment Addendum& Notifications
On Spot Visit Report
Warning Query Report Programme Report Basic Project Report
Basic P
roje
ct Rep
ort
V
isit
Rep
ort
s
W
arn
ing Q
uery
Report
D
ecl
era
tion R
eport
s Warning Query Report Programme Report Basic Project Report
Basic P
roje
ct Rep
ort
State Planning Organization
Evaluation Surveys
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
State Planning Organization
Results of Mid-term evaluation survey
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
State Planning Organization
New Perspective
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
State Planning Organization
KÖYDES Monitoring System Development of basic infrastructure of the villages all
over Turkey in 2007, 23.561 projects and 1.2 billion €
DatabaseRoad databaseVillage database
Basic Project DataDrinking water systemSewerage systemRoad constructionAgricultural Irrigation
State Planning Organization
Provincial Investments Monitoring System
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
State Planning Organization
THANKS FOR YOUR ATTENTION...