Modular Training. Programme. EU External Cooperation. Brochure MDF. [Type the document subtitle]

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1 EU External Cooperation Brochure MDF [Type the document subtitle] Modular Training [Type the abstract of the document here. The abstract is typically a short summary of the contents of the document. Type the abstract of the document here. The Programme abstract is typically a short summary of the contents of the document.]

2 Capacity development in EU Procedures in the context of the European Union external actions Managing projects & programmes in the context of the external actions of the EU can be very challenging. MDF offers you the opportunity to deepen your knowledge and enhance your skills on several topics related to the management of projects and programmes funded by the EU external cooperation instruments. Build your own programme matching your organisation s needs & challenges! We offer you the opportunity to build your own training of 5 days by selecting 2 modules. This gives you the flexibility you need to focus on your specific needs and it makes it possible to contract in a direct way on basis of a single tender: simple, flexible and available when you need it! How does it work? Each training programme lasts 5 days. It starts with ½ day of general introduction on the context of the subjects covered and ends with ½ day of workshop to answer specific questions and discuss your case studies. The rest of the programme (4 days) is to be selected from the modules offered: Day 1 Day 2 Day 3 Day 4 Day 5 Introduction Module I Module II Module I Module II Module I Module II Cases - Coaching Modules on offer (2 days each) 1. Logical Framework: The logical framework as a tool in the context of EU financed programmes 2. Service Contracts: Procurement procedures & service contract management (EDF / BUDGET) 3. Supply Contracts: Procurement procedures & supply contract management (EDF / BUDGET) 4. Decentralised Operations Programme Estimates: Drawing-up of programme estimates, financial implementation and closure (EDF / BUDGET) 5. Grants Call for proposals : Call for proposals and evaluation procedures (EDF / BUDGET) 6. Grants Management : Grant contract management (EDF / BUDGET) The modules are available in French and in English. The training will always be based on the latest legal texts (EDF 10/Budget) and the most recent versions of the practical guides.

3 FOR WHOM? Our modules have been designed for actors and beneficiaries of EU external cooperation involved in the management of EU financed projects/programmes (staff of the NAO/ representatives of the partner country, technical ministries, project managers, imprest administrators, imprest accounting officers...). WHY MDF? MDF has a longstanding experience in management, design and facilitation of training programmes on various aspects of the external cooperation assistance of the European Union. In particular, in designing and delivering workshops on EU financial/contractual/management procedures. All our trainers have a strong experience in instruments and procedures of the EU external cooperation programmes as well as in the EU PCM / Logical Framework Approach. OUR APPROACH Each module is given in a participatory and interactive way. Presentations alternate with practical exercises based on real cases. Participant s experiences, challenges and best practices are at the centre of each course. Our key success factors 1. We are experienced in translating complex messages into an easily absorbable language, attractive training material and practical instruments. 2. In our perception, self-driven and sustainable learning with immediate application can only take place when participants perceive the learning process as a pleasant and even fun event. 3. We are convinced it is essential to create an ambiance in which participants feel at ease, free to speak and participate, in other words, to install group dynamics early in the process. 4. Our priority in delivering training courses is to have participants internalise the newly learned knowledge, skills and attitude: 5. Great importance is attached to the structure and logic of the sessions within a module as well as between the several modules: at any time participants need to know where in the process they stand. 6. Our training courses are designed by people with ample experience in international cooperation. They know how to safeguard the required favourable and conducive learning environment in different socio-cultural settings. 7. Our training efforts are conducted in an interactive way. These efforts are based on models of learning such as the Experiential (Adult) Learning Cycle (Kolb) and principles of Brain Based Learning (Dirksen).

4 PRACTICAL INFORMATION The cost for this 5 days training is This includes A complementary team of two experienced trainers (fees) For a group of maximum 25 participants 1 Coordination with the contracting authority and contract management The course & the didactical material for each participant (files, USB stick, manuals, training material) This does not include provision to be foreseen Travel and per diem of the trainer team. The maximum provision for this is set at To be provided by the contracting authority Rental of venue, coffee breaks and lunch breaks SUPPORT AND ADVICE MDF Brussels also offers support and advice on subjects related to contractual and financial procedures, calls for tender, calls for proposals, contract management of services, supplies or grants in the framework of development projects financed by the European Union external cooperation. We can provide support to develop a programme estimate, budget, logical framework, or answer your questions regarding the different procedures for projects financed by the Budget or the EDF. If you wish to use our services in this context, please contact us for a tailor-made approach. CONTACT & REGISTRATION For registrations and more information about the training please contact our office: MDF Brussels Fanny Tittel-Mosser M: [email protected] I: (0) F: +32-(0) Looking forward to organising a successful training with you! Melinda Wezenaar Branch director MDF Brussels 1 Should you not be able yet to use the single tender 20,000 procedure, but are still bound to the 10,000 threshold, we can propose 1 trainer for a maximum of 12 participants. Or you can of course launch the competitive negotiated procedure or use the FWC Com-Lot 2.

5 TRAINING & CAPACITY DEVELOPMENT PROGRAMMES IN THE CONTEXT OF EU EXTERNAL COOPERATION Since its establishment in 1984 MDF, Management for Development Foundation has been involved in several training & capacity development programmes in the context of EU external cooperation. MDF has been in charge of the following EU external cooperation training programmes: Date Training programmes Project Cycle Management and Logical Framework Approach Financial & contractual procedures of the 8 th EDF for ACP countries and Brussels: , 175 seminars were conducted in all ACP countries and Brussels All course organisation and logistics were dealt with by the MDF Brussels office, in close cooperation with the EU Delegations and/or the NAO, as well as with our contracting authority Financial & contractual procedures of the 9 th EDF for ACP countries and Brussels In the period : in total 94 sets of 3 types of seminars (5 days basic seminar, two 2 days specific seminars) were successfully delivered to the ACP States, in more than 50 countries (846 training days) and 35 sets in Brussels (7-9 days training, i.e days). The number of participants per course ranges from In total 6254 participations were registered for the ACP countries; 1374 for Brussels All course organisation and logistics were dealt with by the MDF Brussels office, in close cooperation with the EU Delegations and/or the NAO, as well as with our contracting authority Financial & contractual procedures of ENPI: days seminars (5 types of modules) were successfully delivered in the ENPI South countries In total 364 participations were registered. MDF has participated/participates as consortium partner in the following training & CD programmes: Date Training & Capacity Development Programmes Training and Manual on Environmental mainstreaming in development cooperation Helpdesk advisory services, methodological support and seminars on integrating the environment in development co-operation (as per 2010, integrated in the ADM programme (see below) Technical Cooperation Facility to the NAO Kenya Technical Assistance Facility to the NAO Kenya Training programme and methodological support on Aid Delivery Methods (ADM) Training programme and methodological support on Aid Delivery Methods (ADM) Training programme and methodological support for Project and Programme Cycle Management (PPCM) Training and Support Services for the Commission s Directorate-General for Humanitarian Aid (ECHO) - administrative procedures and ECHO contracts management; best practices Framework contracts Beneficiaries Lot 1 Rural Development Framework contracts Beneficiaries Lot 7 Culture, Governance and Home Affairs Framework contracts Beneficiaries Lot 9 Education, Employment and Social Framework contract Commission 2011 Lot 2 Communication and training

6 TAILOR MADE TRAINING IN THE CONTEXT OF EU EXTERNAL COOPERATION Date Countries Participants EU procurement & contract management EU decentralised operations programme estimates EU Grants : - EU Call for proposals - EU grants management PCM Logical framework Since 2009, training programmes conducted in Europe and in African countries: Belgium, France, Germany, Spain, The Netherlands, Botswana, Republic of South Africa, Sudan, Netherlands Antilles, Kenya, Swaziland, DR Congo, Pakistan, Chad, and Algeria Since 2009, training programmes conducted in Europe and in African countries: Belgium, Germany, Spain, The Netherlands, Republic of South Africa, Sudan, Netherlands Antilles, Kenya, Burkina Faso, Tunisia, Tanzania, Swaziland, DR Congo, Philippines, and Chad Since 2009, training programmes conducted in Europe, Africa and Asia: Belgium, Germany, The Netherlands, DR Congo, Tanzania, DPR Korea, US, Turkey Since 2009,training programmes conducted in Europe, Africa and Asia: Belgium, Germany, Kenya, Spain, Zambia, DPR Korea, Singapore Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies, involved with EC funding and with services contracts management Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies, involved with EC funding and with programme estimates under decentralised operations NGOs or non-for-profit org, desk officers, project managers, and administrators / logisticians. Several NAO offices and staff partner country, technical ministries, DEU, consultancy companies, NGOs,

7 What do our participants think? Hope in the future you may be offering other programmes that our staff can benefit from as we certainly appreciated the course, your excellent way of bringing forward the course content and sharing your knowledge. Despite having to brace the extreme harsh weather in Europe at this time of the year having travelled from a tropical country, the courses in procurement procedures and managing EC contracts were excellently executed and provided me a wealth of knowledge which I can share with others and apply in my everyday practice. Hermia James, Ministry of Finance Grenada It is one of the best training courses that I ever had in the last ten years!!! Hats off to the very competent trainers. They were very impressive with their strong knowledge base and lively style!! Well done MDF!!! Khalid Hanif, Pitad, Ministry of Commerce, Government of Pakistan - Course on Financial and Contractual Procedures applicable to the EU external aid financed from the EU general budget (Islamabad, 05/2012) "An excellent course!! It provides very practical information for the management of EU Decentralised Operations Hilary Hazel, NAO St Kitts and Nevis. The 3 day MDF seminar on 'How to obtain EU-funding?' gave me a better understanding of the way the EU sees the role of NGO and other Non-State Actors in the implementation of its thematic and geographic priorities on development. Understanding the EU program cycle is crucial for obtaining useful information in an early stage, to identify the overlap with our own programs, to be able to decide about our own strategies for fundraising and to prepare ourselves internally for upcoming calls for proposals. The exchange with people who judge the quality of concept notes and full proposals was very useful to understand how proposals can be written in order to increase our chances for success in a very competitive environment. We learned also from the different experiences of colleagues of other NGO who participated in the seminar. Erik Van Mele - Oxfam-Solidarity, Belgium I have recently attended a seminar on How to obtain EU funding? The seminar was very interesting with good facilitation and experience sharing with colleagues. I now feel able to look easily and quickly for the right information on EU grants and to support my colleagues in writing good concept notes and full proposals according to EU standards. I would definitely recommend this seminar for the staff dealing with EU grants issues. Antoine Hauzeur - Institutional Partnership Coordinator, SOS Children s Villages.

8 Module INTRO basis for other modules : EU BUDGET / EDF CONTEXT Introduction to EU external actions framework and partner country (EDF / BUDGET) regarding management modes and implementations modalities will be clarified. Objectives of the module This module aims at setting the scene and creating the same basis of understanding for all participants in the main context, institutions, actors, financial and legal framework of the EU - partner country cooperation. It furthermore clarifies important terminology and looks at the overarching documents for project implementation, and its use. As this module lays the foundations, it will precede any of the other selected modules. Content of the module This general introduction aims to situate the implementation modalities (service, supply, grants contracts and programme estimates) in the broader context of the EU external actions. Depending on the instrument and the sources of financing related, the module will focus more on the EDF or the BUDGET rules. Understanding the full picture, knowing the context and basic framework, the main actors, the use of EDF and/or Budget funds, these are all essential elements for anyone who wishes to work better with EU funds. Hereafter a closer look will be taken at the Financing agreement, conditions, technical & administrative provisions and in particular the date + 3 years. The group will build the time line based on a Financing agreement. Furthermore, notions and terminology Programme of the module Session A Introduction to the course EU partner country context Policy context, cooperation context, financial instruments, institutions, main actors, legal framework, references Session B Financing decision and implementation modalities Cycle of operations and documents Exercise Financing decision, Financing agreement, date + 3. Building the time-line Management modes Implementation modalities

9 Module 1: PCM & THE LOGICAL FRAMEWORK The logical framework approach in the context of the EU external actions logic, the importance of a project purpose and how to formulate/assess a relevant one, indicators, assumptions and feasibility analysis...) to end with two practical sessions concerning on the one hand the development of a logical framework from a financing agreement and on the other hand the appraisal of the logical framework. Programme of the module 2 Objectives of the module This module focuses on the logical framework approach in the context of projects and programmes for EU external actions and this, throughout the cycle of operations (or project cycle). Participants will go through the planning steps in the identification and formulation phase so they recall how the logical framework is best built up. They will be encouraged to better assess the quality of the logical framework as guiding tool during the planning and implementation phases of the project. The logical framework will also be a basis for the project/ programme evaluation or even the strategy at a more political level (meta-evaluation). The module aims to reinforce the capacities of the participants to better use the tool in order to draw-up the logical framework of a programme estimate from a financing agreement or in order to assess the logical frameworks received through calls for proposals. Content of the module The first session covers the different phases of the cycle of operations and the documents included therein. The course then recalls the basics of the logical framework approach (steps to build the intervention 2 The cycle of operations is built according to information from the Programming- and Project documents including PRAG we have access to at the moment of the creation of this document Session A PCM and LFA Context, rationale, terminology and definitions Session B The project cycle: steps, actors, documents Project cycle management: documents and actors in the framework of EU external actions The different levels of the logical framework and the strategies interlocked logframes Sessions C & D Logical framework: intervention logic The intervention logic and the importance of the project purpose Indicators and sources of verification Practical exercise Session E Logical framework: project feasibility Identify the assumptions and evaluate the risks Practical exercise Session F Logical framework: indicators How to formulate good indicators (smart) The importance of the sources of verification Practical exercise Session G Logical framework and the financing agreement, its link with the programme estimates Examples and illustrations Exercise on drawing up a logical framework from a financing agreement Session H Appraising the logical framework Exercise on the quality analysis of a logical framework

10 Module 2: SERVICE CONTRACTS Procurement procedures & service contract management (EDF / BUDGET) CRIS BUDGET - EDF 10 Financial and Contractual Procedures Indicative alloc ation EC Regulation - Instruments CSP NIP RSP RIP Creation of global fin./budg. commitment Adoption of global fin./budg. commitment Action Fiche & Draft FA Annual Action Programme F inancing Decision Financing Agreement Technical & Administrative Provis ions Programme of the module Individual fin./budg. Commitment Payment Recovery Third Party Implementation modalities Public procurement Direct Labour Pre-Financing Objectives of the module Works Grants S upplies S ervices Other Payments Interim Final Balance Third Country This module aims at strengthening the knowledge and abilities of the participants in the use of contractual and financial procedures (EDF / BUDGET) to apply in the framework of the management of service contracts financed by the EU external programmes. Content of the module After reviewing the different types of procedures (open, restricted, framework contracts, competitive negotiated...) and the general rules regarding eligibility (nationality and origin), the participants will focus on the specific process of an international restricted tender for a service contract, and this, from the launching of the tender to its evaluation up to the award of contract. A case study will illustrate the theory. The last two sessions will focus on contract management, once contracts signed. The practical use of the special and general conditions is key here. The roles and responsibilities of the different actors will be highlighted at each stage. Frequent references will be made to legal sources and to the Practical Guide to contract procedures for EU external actions. Sessions A & B General introduction to the procurement procedures Types of public procurement procedures (open, restricted, framework contract, competitive negotiated) Eligibility (nationality and origin) and non-exclusion Session C Prior information and contract notice Case study Session D Content of a service tender dossier Documents of a tender dossier Responsibilities in preparing the tender dossier Example of a tender dossier Session E Evaluation of tenders Steps from launching to evaluation Exercise: opening and verification of compliance with formal requirements Administrative compliance Technical acceptance Exercise on administrative and technical evaluation Session F Award of service contract Exercise on financial evaluation and award of contract Award of contract and signature Exercise on «who, what, when?» Sessions G & H Contract execution Special and general conditions Examples and exercises

11 Module 3: SUPPLY CONTRACTS Procurement procedures & supply contracts management (EDF / BUDGET) Practical Guide to contract procedures for EU external actions. Programme of the module Objectives of the module This module aims at strengthening the knowledge and abilities of participants in the use of contractual and financial procedures (EDF / BUDGET) to apply in the framework of the management of supply contracts financed by the EU external programmes. Content of the module The general introduction aims to situate the supply contracts in the broader context of the EU external actions. Depending on the instrument and the sources of financing related, the module will focus more on the EDF or the BUDGET rules. After reviewing the different types of procedures (open, local, competitive negotiated...) and the general rules regarding eligibility (nationality and origin), the participants will focus on the specific process of an international open tender in the framework of a supply contract, and this, from the launching of the tender to its evaluation up to the award of contract. A case study will illustrate the theory. The last two sessions will focus on contract management, once contracts signed. The practical use of the special and general conditions is key here. The roles and responsibilities of the different actors will be highlighted at each stage. Frequent references will be made to legal sources and to the Sessions A & B General introduction to the procurement procedures Types of public procurement procedures (open, restricted, competitive negotiated, ) Eligibility (nationality and origin) and non-exclusion Session C Prior information notice and contract notice Case study. Session D Content of a supply tender dossier Introduction, Responsibilities Documents of a tender dossier - Example tender dossier Session E Evaluation of tenders Steps from launching to evaluation Exercise : opening and verification of compliance with formal requirements Administrative and technical compliance Exercise on administrative and technical evaluation Session F Award of supply contract Exercise on financial evaluation and award of contract Award of contract and signature Exercise on «who, what, when?» Sessions G & H Contract execution : Special and general conditions Examples and exercises

12 Module 4: DECENTRALISED OPERATIONS PROGRAMME ESTIMATES Drawing-up of programme estimates, financial implementation and closure EDF 10 Programme Estimates and D+3 FA signed by ACP Start D+3 Max. signature for last PE (PE4) Max. deadline for last PE closure (PE4) Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 EXEC UTION PE RIOD OF THE FINANCIAL AGREEMENT OPE RATIONAL IMPLEME NTATION PE RIOD CLOSURE ( 24 MONTHS) Programme of the module C ONTRAC TING PERIOD (DATE+3) Startup PE 6 CLOSURE months OPERATIONAL CLOSURE PE 1 6 months OPERATIONAL CLOSURE PE 2 6 months OPERATIONAL CLOSURE PE 3 6 months Objectives of the module OPERATIONAL PE 4 CLOSURE 6 months Sessions A & B Introduction to decentralised operations and programme estimates Definitions and reminder : decentralised/centralised management Types of decentralised operations Programme estimates and financial/budgetary commitments Actors and roles Illustration: structures of decentralised operations This module aims at strengthening the knowledge and abilities of participants in the context of projects implemented through decentralised operations. Content of the module The module deals with concepts and work methods in the framework of the programme estimates (PE), programme estimates management rules in general and the imprest component in particular. This module is built following the structure of the 'Practical Guide to procedures for programme estimates'. It starts with a session intended to clarify the context in which the programme estimates are used. The main actors are reviewed and their roles are clarified through an exercise on the different possible organisational set-ups of a project. Then, participants are introduced in the implication of the Date + 3 rule in the framework of a PE. The next sessions of the module cover the preparation and implementation of programme estimates: drawing-up a programme estimate, management of the imprest component of the budget: from the initial allocation (advance) through replenishments, up to closure. Session C Programme estimates in the cycle of operations Project documents and actors in the cycle of operations Types of programme-estimates Exercise Date + 3 rule building the timeline Session D Drawing up and approving a PE Drawing up a PE Case study on the Drawing-up of a PE Sessions E & F Financial implementation Expenditure commitment and case study Initial allocation Expenditure commitment (types of expenditures, procurement and grants under PE) Case study Session G Financial implementation Justification of expenditure and case study Justification of expenditures (payments, record of expenditure, replenishment request) Case study Session H Closure of a PE Principles of closure and audits

13 Module 5: GRANTS - CALL FOR PROPOSALS Call for proposals and evaluation procedures (EDF / BUDGET) Programme of the module Session A Context of Grants Definition and basic principles Role of actors (co-applicants, affiliates, associates) : contracting authority, beneficiaries Context of application Objectives of the module This module aims at strengthening the knowledge and abilities of participants in successfully launching and managing the call for proposals process up to the award of grant contracts in the framework of EU external cooperation. Content of the module This module is both of a theoretical and practical nature. It aims at presenting the context of grants, its definitions and concepts, the actors and their responsibilities. Reference to the PRAG 2013 version will be made to introduce the new terminology. Once the common language will have been established, a closer look is taken at the different types of financial instruments (including the new generation), call for proposals and direct award mechanisms. For each type, the steps, procedures, documents and formats will be considered in detail. Due attention will be paid to the evaluation of proposals and the award process, the steps, the documents and the roles and responsibilities. Session B Call for Proposal Process Basic rules The open and restricted procedures Information session Frequently asked questions (FAQ) Session C Call for Proposal Guidelines The structure The annexes Exercise Sessions D & E Evaluation of concept note Steps of the evaluation Evaluation grid Verifications Evaluation of concept note case study Exercice on a concept note evaluation Session F Evaluation of full proposal Steps of the evaluation Evaluation grid Verifications Session G Evaluation of full proposal case study Exercise on a full proposal evaluation Session H Award Notification Reserve list

14 Module 6: GRANTS MANAGEMENT Grant contract management (EDF / BUDGET) Programme of the module Session A Context and actors Role of the actors and management modes Objectives of the module This module aims to strengthen the knowledge and abilities of participants in the management of grant contracts awarded in the framework of EU external cooperation and enhance their knowledge on EU contractual and financial procedures. Content of the module This module is both of a theoretical and practical nature. After a brief introduction about the grant framework, all steps related to the management of a grant contract will be analysed. Basic rules and principles forming the base for the correct implementation of a grant contract will be presented. Practical examples covering different phases of contract life-cycle will be discussed to highlight correct use of procedures. Session B Negotiation and signature Session C Grant contract Content and basic rules (pre-financing, payments, visibility) Session D Financial management Eligibility principles Rules and procedures Session E Procurement Annexe IV Principles and procedures Session F Monitoring and evaluations On-going monitoring Reporting ROM Session G Contract modifications Principles Addendum, extension, suspension Session H Project closure Final reports Final payments Audit