Work of the Agency - employing people, working in the quality control, trainings
- Standard fulfilled considering the number of people (53 people should have been employed to perform basic tasks of the Agency, but eventually 63 people have been hired). The Agency employs people on the basis of its own work burden analysis and of activities which are intended to be undertaken within the system in order to control, on time, the correctness of the implementation of all projects. This has contributed to the establishment of active and independent system management and to the undertaking of necessary activities before someone out of the system says that.
- Standard also fulfilled considering the introduction of quality control and the number of people working in the Quality Control Sector - 7 people have been employed and all documentation is entirely controlled.
- Fulfilment of standards considering education and trainings is continuous. The introductory trainings have been performed and new people have started to work concretely according to the mentorship system - each has been assigned an experienced employee who monitors the new employee's performance. Training plans and registers are continuously being worked out and education trainings are carried out according to them.
Deadlines for the delivery of tender documentation for the PHARE 2006
- The European Commission has set concrete deadlines for the delivery of documentation on a monthly basis. The CFCA adheres to the set deadlines and actively follows the course of documentation production by ministries and other state administration bodies. In case of problems arising in some of the projects, the Delegation will be informed of the deviation from the set deadline, and it will be given the argumentation for the deviation. The documentation is being sent continuously upon its preparation and control, and sending it at the last moment is tried to be avoided.
Improvements in monitoring of system operation
-
More active CFCA work: the CFCA organizes monthly meetings, individually with each of the state administration bodies participating in the PHARE programme implementation, and it monitors the projects implementation status. Controls are regularly carried out in the field considering the projects implementation in order to notice on time if the resources are used for the specific purpose and according to set rules.
-
The National Fund has started analyses considering the users and employees working on the projects implementation are interviewed in order to identify the level of their knowledge and involvement in the implementation. Review forms have been composed on the basis of which the analysis is made and the work quality considering a particular user is identified as well as the flaws which need to be removed. Reports on the results of the analyses are discussed at the Government meetings.
Increase in quality of tender and contracting documentation which is to be submitted to the Delegation for ex ante control
-
The quality of documentation that the Agency is sending to the Delegation is better in comparison with the documentation it was sending in 2007. The percentage of rejection notices surpasses the set standards, but, analysing the essence, the commentaries are more guileless in relation to the previous year. Good communication between the Agency and the Delegation can surely prevent the rejection notices of that kind.
Standard for the improvement of the Internal Audit within the Ministry of Finance for the National Fund and the CFCA
-
The number of planned audits within the pre-accession projects implementation system has been increased and it has also been planned to carry out at least one internal audit per each of the pre-accession programmes.
-
The number of the Independent Internal Audit Service employees working on the EU pre-accession programmes audit tasks has been doubled.
-
The Central Harmonisation Unit has been actively involved in the internal auditors' work in the area of the audit of projects financed by the EU and a detailed instruction has been composed on the basis of which the internal auditors within all the ministries and other bodies participating in the EU projects implementation system will perform audits, and the CHU will, based on their reports, compose a consolidated report.
Standard considering the irregularity system
-
The work plan for education of employees, all by now prepared reports and amendments to the Regulations pursuant to which the AFCOS has operatively been included in the work of the system, have been submitted to the representatives of the Commission. It has been concluded that the system evolves in the good direction.
The European Commission auditors' findings
The report on the improvement within the system and on the findings was regularly being sent. The European Commission representatives' evaluations, during the mission from 23rd to 25th April 2008, were good. It was concluded that the undertaken improvements are qualitative and that most findings are completely resolved.
