Vision of the administrative capacity in the development and management of programs and projects co-financed by the European Union

Vision of the administrative capacity in the development and management of programs and projects co-financed

by the European UnionSofia, 8 December 2015

ANNUAL MEETING OF LEADERS AND EXPERTS WORKING ON PROJECTS FINANCED BY THE

EUROPEAN UNION 

ADMINISTRATIVE CAPACITY IN THE EUROPEAN STRUCTURAL AND INVESTMENT FUNDS

http://ec.europa.eu/esf/toolbox

Short version = print & onlineFull version = online only

• Global objectives

Further professionalization of the management of EU funds

Support development of Higher administrative capacity in administrations managing the funds.

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EU competency framework for the management and

implementation of EU funds

Specific objectives

01Competency framework for ERDF and CF

► Define key competencies required for effective management of the funds

► Provide a self-assessment tool to identify competencies which need upgrading

02Stock-taking

► Cross-compare different approaches and models for managing the funds

► Identify good practices for managing competences

► Provide an overview of academic programmes

03Recommendations

► Provide recommendations on how competencies can be enhanced

► Provide a blue print for training programmes and curricula

Why a competency framework and self-assessment tool• Current programme period introduced changes in the

regulations – implies new competences needed• Efficient management of ERDF and CF calls for a mix of

competences that goes beyond what is necessary to comply with legislative requirements

• Part of Member States need to strengthen administrative capacity – the tools support the set-up of an integrated capacity building path

• (high) Turn-over rates ask for sound definition of competencies needed for new staff

• Supports increased levels of capacity by gaps analysis; provides basis for action plan

What is the Competency FrameworkStructure and scope of application

• The Competency framework covers all authorities managing the funds: National coordinating bodies,MAs, IBs, AAs, CAs and ETC Joint secretariats

• It defines main tasks(functions): programming, project selection, monitoring, evaluation, communication, financial management, etc.

• It defines detailed subtasks per main function: e.g. project selection includes development of selection criteria, preparation of procedures and guidelines, administrative and eligibility check, appraisal, etc.

• It defines competences needed for operational, supervision and managerial level

3 types of competencies• Management Competences: specific mostly to

managerial functions, e.g. people management, multi-stakeholder management, delegation

• Professional Competences: required for all employees in order to ensure efficient execution of professional functions, e.g. analytical skills, communication, problem solving, team work

• Operational Competences: are required for staff to perform the assigned functions according to the Regulations and obligations of the 2014-2020 programming period and are task specific, e.g. knowledge eligibility rules, indicator setting, state aid rules, financial instruments set up, etc.

Benefits• Provides flexible but standardised approach to assess

competency gaps and link them to training strategy• Enables institution level analysis of available

competencies and comparison of competencies possessed by employees with the same job roles

• Enables flexible development of job profiles• Enables competency and evidence-based strategic HR

planning and management• Enables competency improvement planning for

individual employees

What the tool is not meant for

• Proficiency levels are meant for gaps analysis at institutional and individual level for learning purposes, not for individual appraisal purposes

• The tool is an internal aid to close knowledge gaps and is:

• not meant for cross comparison of institutions

• not meant for sharing the results with DG Regio or other institutions

How does it work• Required competencies are identified for the NCA,

MA/IB, CA, AA and JS based on their tasks and subtasks• Proficiency levels (1-4) are set for all required

competencies• Proficiency scales are provided for setting

proficiency levels and assessing available competencies• The tool allows semi-automated self-assessment at

individual level and aggregation of results at institutional level

Self-assessment tool – overview• Purpose: assess individual competencies, identify competences

which are lacking or need upgrading and support capacity building• Contents: a data base integrated in Excel based semi-automated tool

that includes:• All types of authorities responsible for managing ERDF and CF• Tasks and subtasks linked to each type of authorities• Competences linked to all types of authorities and tasks• Required proficiency levels for all competences• Guidelines and self-assessment methodology• The tool could be customized based on specific needs• The tool is standardized in order to guaranty coherent and

consistent tool application across authorities using standard sets of tasks, subtasks, competencies and proficiency levels

Competency Frameworks in public administration - LT and EU examples

Expected resultsHelp MS/regions to •- identify competency and skills gaps among their staff and thus define training and recruitment needs •- structure their administrations in a more efficient way

The results can also be used for the development of training modules at both national and European levels, and for the development of curricula for academic training programmes on management of Structural Funds.

The study is expected to be finalised in Jan/Feb 201612

• Contact: Ann-Kerstin Myleus (ann.myleus@ec.europa.eu)

•DG Regional and Urban Policy• Unit E1 "Competence Centre for

Administrative Capacity"

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TAIEX-REGIO PEER 2 PEER: A new tool bringing together

cohesion policy experts

DG Regional and Urban Policy Unit E1 "Competence Centre for Administrative Capacity-Building and the

Solidarity Fund"

How many staff in ERDF/CF management in Member States?

A lot of experience!

TAIEX-REGIO PEER 2 PEER: key parameters

State of play, Nov 11, 2015.

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Expert missions Study visits Workshops

2-5 Days 2-5 Days 2 Days

What we support

Eligible costsTravel and accommodation

Per diems Fixed additional allowance EUR 250 per working day

Other costs (e.g. interpretation, catering, printing, room rent, etc.)

Expert missions

Yes – for experts Yes – for experts Yes – for experts No

Study visits Yes – for max 3 participants

No Yes – possible for hosting institution upon request

No

Workshops Yes – for visiting experts, but not for participants

Yes – for visiting experts, not for participants

Yes – for experts No

E-application link - https://webgate.ec.europa.eu/TMSWebRestrict/applicationForm

Submission of theapplication online

About 3 pages

How to apply

• Bulgaria: Study Visit to Spain on Management and Implementation of ESIF through Financial instruments (Oct 2015)

• Beneficiary: Ministry of Economy• Hosting institution: Spain, Ministerio de Hacienda

• Bulgaria: Workshop on Central Purchasing (15 Dec 2015)

• Beneficiary: Public Procurement Agency• Topics: Strengthening the administrative capacity, Central

Purchasing Bodies, e-procurement, framework agreements

Examples of exchanges

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Experts can register at:http://europa.eu/!xT39Xp

We need experts!

We are looking for•Public sector employees•From EU Member States

•Willing to share their experience with peers

Questions or Comments?

• Please do not hesitate to contact:• REGIO-PEER2PEER@ec.europa.eu

• Dedicated PEER 2 PEER website: • http://europa.eu/!xT39Xp

Thank you for your attention!

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