Civil Service Systems in Central and Eastern Europe

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Government of the Republic of Serbia Ministry of
International Economic Relations
Strengthening National Capacities for Efficient
Management of External Assistance
Linking donor funding to the state budget
Gordana Lazarevic Assistant Minister
Podgorica, 14-15 May 2007
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Basic principles on government organization
Tasks what has to be done Responsibilities
who is doing what Coherence / Consultations/
Coordination DECISION MAKING Monitoring Reportin
g Gap analyses Improvements/ institutional
adjustments/trainings
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Key players in programming

• Case of GoS
• MIER programming/coordinating of development
  assistance
• MoF annual budget planning
• Secretariat General annual work plan of GoS
• Ministry for Public Administration uniformity
  od internal organization in the ministries

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Key Tasks in Programming of International
Assistance

• Strengthening of capacities in LM for planning,
  project identification, drafting, monitoring and
  reporting
• Towards institutionalization of planning and
  programming
• Improved alignment of donor funded activities
  with national priorities
• Ensure consistency and complementarities between
  donor programs and budgeting process
• Increase of the aid predictability and
  integration in the operational planning and
  budget preparation process
• Further improvement of the ISDACON IS as a
  planning and monitoring tool and linking with the
  budget preparation process
• Implementation of the sector support concept in
  pilot sectors

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Tasks of line ministries

• Strategic planning and programming in the sector
• Mid term/annual planning (GOP)
• Preparation of projects
• Prioritization within sector/approval of sector
  priorities
• Sector coordination/ focal point for coordination
  of planning activities, same start of processes

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Mainin chalanges

• Internal introduction of programmatic budget
  2 years pilot program in place
• External introduction of IPA new tasks and
  responsibilities of national government
• How to achieve linking between external
  assistance and national goals

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• Government mandate MIER to coordinate all
  external assistance
• To increase the effectiveness of foreign aid in
  facilitating the achievement of Government policy
  objectives as set out in strategic documents
• Reaching sustainable solutions and mechanisms
  aiming at further improvement of foreign
  assistance delivery

8
MIER Institutional Respond

• Internal organization

MIER/NIPAC
DACU
Programming IPA I and Bilateral donors
CBC PCMU IPAII
ISDACON IT support
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MIER-relations with stakeholders
EU partnership, MIPD, annual allocations of the
funds
EU Commission DG enlargement
DEC
Contracting, implementing, monitoring
Contracting projects with final beneficiaries
Setting priorities, planning, programming,
project collection/evaluation. Submission to
NIPAC and JMC
MIER/DACU
MINISTRY
MINISTRY
MINISTRY
MINISTRY
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Context

• Improvement of coordination of various reform
  processes and progress towards integrated
  planning, budgeting (allocation of internal and
  external resources), monitoring and reporting,
  based on a result-oriented approach
• Reform of the budget planning process by
  introducing programmatic classification during
  the budget preparation process
• Strengthening functions of strategic and
  operational planning in public institutions,
  Obligations of donors and partner countries
  defined in the Paris Declaration on Assistance
  Effectiveness, which was adopted in Paris on
  March 2, 2005, in particular the strengthening of
  national ownership over the development process,
  harmonization of donors with national development
  strategies and prioritization, harmonization of
  donor activities and management with view of
  achieving results
• Commitment to EU integrations, in particular the
  aims, procedures and capacities for using EU funds

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Main Goals

• Improved coordination and planning of
  development assistance
• Improved aid effectiveness and efficiency
• Improved coordination of internal and external
  funds planning
• Alignment of development assistance with
  national priorities
• Capacity building for funds management
  (especially EU funds)

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Development Aid Coordination Unit

• MAIN ACTIVITIES
• Programming of international assistance
• Reporting on international assistance
• Registering aid flows (ISDACON IS)
• STRATEGIC FRAMEWORK
• Document Needs of the Republic of Serbia for
  International Assistance in the Period 2007-2009
  
• Guidelines For Programming International
  Development Assistance for the Republic of Serbia
  in 2007 and Reporting on International Assistance
• Action plan for programming of IPA 2008
• Piloting Sector support approach
• Report on development programming processes of
  IPA 2007 Gap analyses
• TOOLS
• ISDACON IS
• GOP
• Task forces in line ministries including NBS

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Programming of International Assistance

• PROCESS
• Introduction of joint Calendar for programming of
  international assistance
• (identification of project ideas) based on the
  following
• Coordinated and joint project proposal
  identification phase
• Targeting project proposals with the beginning of
  implementation expected in 2008 and 2009
• Calendar structured around IPA programming
  procedure, defined in Action plan for programming
  of IPA 2008
• Programming is sector based, including regular
  consultations with main stakeholders and the
  donor community

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Programming of International Assistance
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Programming of International Assistance

• Priority project identification based on
• Needs of the Republic of Serbia for
  International Assistance in the Period 2007-2009
  document
• Budget/internal resource financing possibilities
• Information on expected donor support in the
  period 2007-2008

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Programming of International Assistance-2007
Project ideas
?un
July
Aug
Sep
?ct
Nov
Dec
DOCUMENT Needs of the Republic of Serbia
for International assistance for 2007-2009
Identification of project ideas
Development of project proposals IPA 2008
Development of Project proposals according to IPA
Format and consultations with the EC
Delegation and EAR
Adoption of MIPD
EC- IPA Implementing Rules
Short listed and wider list of project ideas
Action Plan on programming
Identification of project ideas
Development of Logframe
Guidelines for programming of internatio- nal
aid
TA by local experts for IPA programming-MIER
Project Preparation Facility
Administrative check Identification of
donors Registration in ISDACON IS
Short listed project ideas and development of
project proposals
Development of project proposals Other donors
training/ workshops on programming
Project ideas, Logframe
Consultations with ministries and development
Partners on priorities and possible financing
Drafting project proposals according to
procedures and Timeframe and rules of individual
donors
MIPD- Multiannual Indicative Planning
Document IPA- Instrument of Pre- accession
Assistance
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Co-ordinated planning, budgeting and foreign
assistance programming processes
Year 2008 (n)
Year 2007 (n-1)
Year 2009 (n1)
December January
December January
December January
GoS Work Program
GoS Annual Report
Preparing draft Budget Memo (incl NIP)
Final Budget Memorandum and Budget
Budget Execution
MFIN final accounts
LM preparing Budget request
LM final accounts
Final Budget Memorandum and Budget
Prepare final GOP1 (08-10) for LM
Implementation Management by performance using
GOPs
Preparing draft GOP1 (08-10) in LM (EI, PRS, PAR
and sector strategy)
Final LM GOP1 (07-09)
Monitoring and Evaluation
Needs Assessment Document (07-09)
Update Needs Assessment document (n to n2)
Joint project identification by LM, MIER and
donor community for 2008 (n)
EU support IPA 2008
MIPD (n to n2) drafting, Consultations and
approval
Programming of EU assistance including
preparation of FICHE, negotiation, intern-agency
consultations and signing of FA
Detail design of projects / plan for
implementation
Implementation of projects/programme (36 months)
Other international assistance
Individual Assistance Strategy / Action Plans
Programming including detail design and plan for
Implementation
Implementation of projects/programme
The chart is based on the assumption of the 3
year rolling process where for each cycle one
additional year is included. Hence to get
fulloverview of activities the specific calendar
year it is necessary to include activities from
the previous two years.
1 GOP (Godisnji operativni plan / Annual
Operational Plan) Three year rolling medium term
planning document developed by line ministries (6
pilot ministries) comprising the detailed
budgeted operational plan for the first year.
GOP planning methodology is designed to be used
as basis for development of Governments annual
Work Program, budgeting according to the
programmatic classification, programming of
international assistance, monitoring and
reporting.
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Coordinated planning, budgeting and foreign
assistance programming processes

• Improved coordination in planning external and
  budget resources
• Annual operational action plans as the basis for
  budget planning and the NA
• Consultative process (avoiding overlapping and
  Ensuring co-financing)
• Next steps Linking BPMIS with ISDACON

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Framework Calendar of Annual Programming process
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Building of Capacities for Planning, Budgeting
and Aid Management
Manuals/Guidelines prepared and adjusted to the
internal governmental rules of procedure
Training LM to use them Project management
/project preparation became as obligatory part
of training of civil servants within HRD
Tailored training support to LM- special
facility to support project preparation STE and
LTE Capacity building of NIER/DACU to be able
to identify problems in the processes Focusing
on external training within EU institutions or
within MC- use of TA and Twining Coordinating
bodies extends only limited and focused
trainings Inclusion of HRD Offices in permanent
training of civil servants