JTS Manual

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JTS MANUAL OF PROCEDURES 15/11/2011

2

JTS Manual of Procedures

IPA Component IICross-Border Programmes

betweenWestern Balkan Partner Countries

with Centralised EU Funds Management

Table of contents

A Introduction........................................................................................................................... 3

B Managing Technical Assistance Direct Grants Contracts (TAGCs) ............................................. 7

C Calls for Proposals launching phase................................................................................... 11

D Calls for Proposals evaluation phase .................................................................................. 14

E Project implementation, monitoring and payments/contract amendments ................................. 19

F Programme implementation, monitoring and evaluation .......................................................... 23 G Publicity, visibility and information......................................................................................... 26

H Other .................................................................................................................................. 29


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A Introduction

The Joint Technical Secretariat Manual of Procedures applies to the Western Balkan partner countries,which manage the IPA cross-border programmes through centralised management on both sides of theborder. The multiannual IPA Cross-Border Programmes, covered in this manual, are the following: Albania Montenegro, Bosnia and Herzegovina Montenegro, the former Yugoslav Republic ofMacedonia Albania, Serbia Bosnia and Herzegovina, Serbia Montenegro, as well as, Albania -Kosovo*, the former Yugoslav Republic of Macedonia Kosovo* and Kosovo* - Montenegro.

The recommendation of the European Commission is to have one JTS Manual, containing the basicprocedures/information required for CIS/CIS Western Balkan countries. Please note that the presentManual derives from the Manual of Procedures for JTSs in IPA Component IIb Cross-BorderProgrammes, prepared by Croatia for CBC Programmes between Croatia and other IPA beneficiarycountries.

This Manual is already in force and this revision is part of expected periodical update.

With regard to Antennae, no distinction has been made between their work and the JTS, sinceaccording to the IPA Implementing Regulation they are an integral part of the JTS. Nevertheless,considering the fact that the Antenna is dislocated from the headquarters it is important to ensure thatthe antenna staff will be regularly and timely informed and that will actively participate in JTSs dailywork. A proposal of allocation of tasks between the JTS and Antenna, that would ensure that bothheadquarters and antenna act as a single body, is annexed to the present Manual.

A.1 Legal and institutional background

This Manual applies to the Western Balkan partner countries for the above mentioned multiannual IPAcross-border programmes for Albania, Bosnia and Herzegovina, the former Yugoslav Republic ofMacedonia, Montenegro, Serbia as well as Kosovo* and covers the activities of the Joint TechnicalSecretariats (JTSs) and respective Antennae established under each of these programmes in line witharticle 139(4) of the IPA Implementing Regulation (Commission Regulation (EC) No 718/2007 of 12June 2007 and its amending Council Regulation (EC) No 80/2010 of 28 January 2010). A list of JTSactivities is included in Implementing Provisions section of the relevant cross-border programmes,attached to each of the annual Financing Agreements concluded between partner countries and the

European Commission (EC).

The procedures outlined in this manual are based on the IPA Implementing Regulation, the relevantcross-border programmes and the European CommissionsProgramming Guide for Components I andII of 28 April 2007 (specifically the standard templates for Commission Decisions and Financing Agreements). They are also related to the procedures outlined in manuals for partner country OS aswell as other documents applicable to the programmes (e.g. Joint Monitoring Committee Rules ofProcedures, Memoranda of Understanding if concluded between partner countries; IPA Framework Agreement, Annual Financing Agreements and other documents). JTS staff is expected to be familiarwith all relevant documentation.

* Under UNSCR 1244/99


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A.2 Structure of sections

Each of the Manuals seven sections (from B to H) contains at the beginning an overview of individualtasks relevant to the section with a table indicating responsibilities for preparation of documents oractual performance of tasks, for approval and to whom documentation should be copied. The tableformat is as below with example information included.

JOINT PARTNER COUNTRYWith JTS

PARTNER COUNTRYWith Antenna

JOINT

TASKS JTS OS HOS EUD OS HOS EUD JMC1 P A1 A2 A4 A1 A2 A4 A32 P A1 A2 C A1 A2 C A3

The heading abbreviations are as follows: OS = Operating Structure1, HOS = Head of OperatingStructure, EUD = European Union Delegation, JMC = Joint Monitoring Committee, JTS = JointTechnical Secretariat.

Abbreviations against each specific task are as follows: P = performance of task, A = approval2, C =copy for information. A1, A2 etc indicate the sequential approval stages; where there are two of thesame (e.g. two A1s) this indicates that the relevant approval procedures are to be conductedsimultaneously.

After the table each task relevant to the section is described in more detail (what, when, how, who etc).

A.3 Deviations from the PRAG

Documents and procedures to be used with the regard to grant contract under the Programmes coveredby this Manual will generally follow those described in the Practical Guide (PRAG). However, in caseswhere these are not appropriate (in order to reconcile them with the IPA Implementing Regulation, tospeed up grant award procedures, to strengthen monitoring and control of grant contracts) documentsand procedures are to be amended as relevant.

A.4 Language

The working language of the programmes shall be English and all documents drafted by the JTS shallbe in that language unless otherwise specified in this manual or unless clearly inappropriate (e.g.presentations to participants of partner search forums).

1

Department (Unit) responsible for OS daily work 2 If a document needs subsequent approval from different institutions A1, A2...., the last signature is the final approvalwhereas earlier signatures are considered as preconditions for the forthcoming.


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A.5 Communication

Given that, the area for each programme includes two countries and that the JTSs will in all cases have

to liaise on a daily basis with both OSs all communication should be electronic. Where it is indicated inthe manual that communication should be in writing, this includes e-mail. In cases where signeddocuments are considered absolutely necessary communication should be either by fax or by sendingsigned scanned documents with e-mails.

A.6 Approval/submission circuits

The text in the sections of the manual below does not indicate individual posts but rather the institutions(e.g. JTS, partner country OS, EUDs instead of JTS task manager, Head of JTS, etc.). In all casescommunication or submission of documents from the JTS to partner country OSs is between the Headof the JTS and the Task Manager appointed by the partner country OS to manage technical assistanceunder the programme. This means that JTS staff will always pass documentation to partner country OSthrough the Head of the relevant JTS. Once documents have been submitted by the JTS to partnercountry OSs, the OSs themselves are responsible for forwarding them for information or approvalunless otherwise specified in this manual.The approval/submission circuits within and between institutions other than the JTS are governed bytheir internal or inter-institutional procedures which are not included in this manual.

A.7 Annexes

The Manual is complemented by Annexes with the purpose to guide the work of JTS staff with a specialfocus on the proper implementation of the JTS activities as outlined in this Manual.

The attached Annexes mostly comprise example templates to help JTS with their work. With thepermission of both OSs, they may be adapted and/or improved to suit particular situation and specificmodalities in each partner country. In addition, the format of certain templates will depend on the formsfor each Call for Proposals (e.g. the documents in the Implementation package) and so can only beupdated and/or finalized after the approval of the relevant Call for Proposals; in this case the drafting ofsuch templates is included in the tasks of the JTS below.


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Folder Annexes Comment

1. Management ofTechnical Assistance

1.1 JTS positions/job descriptions and relatedprocedures

Example from existingJTS/A

1.2 Allocations of tasks and responsibilitiesbetween JTS and Antenna1.3 JTS Work Plan

Template and examplesof practices fromexisting JTSs

1.4 JTS Monthly reports1.5 JTS staff timesheets1.6 Pre-approval of travel and subsistence costsform1.7 Approval and subsistence costs form1.8 Protocol for acceptance of equipment1.9 Checklist for invoices

2. Call for Proposal launching

2.1 Timetable for CfP Template and examplesof practices fromexisting JTSs

2.2 Application package

Examples from the 1stand 2nd CfPs

2.3 Information session package2.4 Partner Search Forum package2.5 Procedure for Additional Information and FAQ2.6 FAQ database

3. Call for Proposal evaluation

3.1 Evaluation Guide3.2 JSC Rules of procedures Template

4. ProjectImplementation

4.1 Implementation Guide and Annexes

5. Project Monitoring 5.1 Monitoring Guide and Annexes6. ProgrammeMonitoring

6.1 Annual Implementation report and Annexes Templates6.2 JMC Rules of procedures

Template6.3 JMC meeting agenda6.4 JMC meeting minutes

7. Publicity, visibilityand information

7.1 Guidelines for setting up programme websites

8. Archiving 8.1 Checklist for opening and maintaining file

9. ManagementInformation System

9.1 MIS Manual


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B Managing Technical Assistance Direct Grants Contracts (TAGCs) 3

Tasks4 include the following:1. Preparing multi-annual work plan2. Preparing draft grant application form for technical assistance funds3. Reporting on TA activities performed and costs incurred under TAGCs4. Drafting requests for payment for and amendments to TAGCs5. Ensuring visibility on outputs produced under TAGCs6. Prior approval of costs associated with the work of JTS staff7. Claims for payment for staff of the JTS8. Preparing procurement documentation for supplies or services under TAGCs9. Procuring supplies and/or services under TAGCs10. Managing contracts for supplies or services under TAGCs11. Checking, commenting and approving invoices and related technical documentation submitted

by contractors for supplies and services under TAGCs



JOINT

TASKS JTS OS HOS EUD OS HOS EUD JMC1 P A1 C A1 C A22 P A1 A2 A3 A1 A2 A335 P P/A1 A2 P/A1 A24 C P A1 P A15 P P A1 P A1

6 P A1 A17 P A1 A18 P A1 A19 P A1 A1

10 P P P11 P A1 A1

B.1 Preparing multi-annual work planBy the end of November each year the JTS shall develop a multi-annual work plan onprogramme implementation activities for the next 3 years with a proposal for how the activitieswill be funded (i.e. from which budgetary year and from which partner country budget).

The work plan should be based on and will need to include the: an estimated timeline ofactivities for the next 3 years, estimated multi-annual budget, and workload analysis for JTS

3 CBC Programme, Section on implementing provisions: Concerning the implementation of the Measures under the TA Priority, anindividual direct grant agreement without call for proposals shall be signed between each of the EC Delegations and the relevant nationalauthorities (Operating Structures or national IPA component II coordinators, as appropriate). The implementation of the Measures mayrequire subcontracting by the national authorities for the provisions of services or supplies. For the purpose of an efficient use of TA funds,a close coordination between national authorities of the participating countries is required.4 The task for management of the TA Direct Grant Contracts, legally, is the responsibility of the relevant Operating Structure whichconcludes the TA Direct Grant Contract with the relevant Contracting Authority. JTS will support this task through preparation/drafting ofprocedures/documents. Gradually certain tasks could be delegated to the JTSs (when JTS staff becomes more experienced) and wheretechnically that will be possible (JTSs are mainly located in the border regions-away from OSs). 5 Monthly reports and timesheets will be prepared by JTS and approved by OSs. All other reports in line with contractual obligations will beprepared by OSs with the support of the JTS.


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staff and external experts based on detail list of activities and number of projects monitored (e.g.projects currently under the implementation and projection of those to be implemented).The document shall be submitted to and approved by 1) the OS in each partner country, 2) the

JMC. After approval, the document shall be copied to the Contracting Authorities.Relevant documents will be included in the programme file.

B.2 Preparing draft grant application form for technical assistance funds At least 2 months before the closure of the on-going TAGC for relevant partner country the JTSshall draft grant application and budget for the next technical assistance grant contract basedon the approved multi-annual work plan.The draft application and budget shall be submitted and approved by the: 1) OS in relevantcountry, 2) HOS in the relevant country.The OS shall submit the grant application and budget to the relevant Contracting Authority forthe approval.Relevant documents will be included in the programme file.

B.3 Reporting on TA activities performed and costs incurred under TAGCsOn a monthly basis the JTS shall develop a report on technical assistance activities performedunder all on-going direct award grant agreements funding the technical assistance (the partssupporting a particular programme) from both countries, and the costs incurred6 (i.e. moneyowed for work performed rather than money actually paid). Activities performed and costsincurred will be clearly linked to budgetary years, partner country budgets and the technicalassistance measures in the programme. Figures for costs incurred shall be recorded per monthand be totalled so that they can be compared against the budget in the direct award grantagreement.Signed and dated timesheets linked to the budgetary years and partner country budgets for JTSstaff shall be attached to the monthly report.The monthly report shall also indicate if the JTS believes that there is or will be a need toamend any of the direct award grant agreements under which the programme technicalassistance is funded (e.g. re-allocations, extensions, etc.).Monthly reports prepared by JTS shall be submitted to and approved by the OS in each partnercountry.The JTS shall provide to relevant OS all necessary inputs for preparation of other reports in linewith the contractual obligations.

Relevant documents will be included in the programme file.

B.4 Drafting Requests for payment for and Amendments to TAGCsThis shall be responsibility of the relevant OS. Relevant input may be solicited from the JTS asappropriate.Partner country OSs shall ensure that JTS receives copies of relevant documents. All relevant documents will be included in the appropriate contract file.

6 The OSs from partner countries should agree in advance, on the monthly submission of a particular TAGCs financial data to the JTS(TAGCs accounts will be managed by the respective Operating Structures)


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B.5 Ensuring visibility on outputs produced under TAGCsSee section G.5 of this manual

B.6 Prior approval of costs associated with the work of JTS staffIn line with their contracts with the relevant partner country OS under TAGCs, JTS staff shallsubmit requests for prior approval of activities and associated costs, which are directly relatedto their work (e.g. per diems, travel costs).The requests are submitted to and approved by the relevant partner country OS depending onwhich partner country budget is to finance the activity and associated costs. All relevant documents will be included in the appropriate contract file.

B.7 Claims for payment for staff of the JTSIn line with their contracts with the relevant partner country OS under TAGCs, JTS staff shallsubmit invoices7 for the work they have performed. The invoices shall be supported by signedand dated timesheets included in the monthly reports on the implementation of the TAGCsprepared by JTS staff and submitted to the relevant partner country OS on a monthly basis.JTS staff shall also submit, in line with their contract with the relevant partner country OS, anyother claims for payment (e.g. per diems, travel costs) provided that the activities and costsincurred have been previously approved by the relevant partner country OS. All relevant documents will be included in the appropriate contract file.

B.8 Preparing procurement documentation for supplies or services under TAGCsJTS staff shall prepare documentation for the contracting of supplies or services under TAGCswhen not performed by the JTS. Supplies may include purchase or hiring of equipment for JTSstaff (e.g. car, computers, fax, scanner, other small office equipment, and office materials) andfor events (e.g. projector). Services may include assessors, experts for programme evaluations,and auditors for the production of verification of expenditure reports, printing/copying,translation, interpretation, rent of premises for events, website (establishment, design andmaintenance) and maintenance of office equipment/vehicles. The activities must be foreseen inthe budget of a TAGC and must be clearly linked to it.Documents to be prepared shall include technical specifications for supplies and terms ofreference for services along with estimated budgets. Exact documentation to be prepared andformats and procedures to be used (including language) will depend on which partner country isfinancing the supplies or services. The JTS staff must ensure that the requirements in therelated TAGC are respected, particularly those in its Annex IV.

The documentation shall be submitted to and approved by the relevant partner country OS. All relevant documents will be included in the appropriate contract file.

B.9 Procuring supplies and/or services under TAGCsOnce the procurement documentation is approved, the JTS shall run8 the procurementprocedure including publication or sending invitations and selecting companies or individuals.They will ensure that the requirements in the related TAGCs are respected, particularly those inits Annex IV. After selection of a company or individual the JTS shall prepare a contract.

7 The JTS staff contracts shall define the need for an invoice and a timesheet, or other forms of evidence/payment request,

for their monthly work 8 The TAGCs beneficiary (OS) may delegate the following task to the JTS


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The contract dossier (including publication or invitation letters, records of the selectionprocedure, evaluation reports and draft contract with all necessary annexes) will be submittedand approved by the relevant partner country OS which is responsible for contract signature.

All relevant documents will be included in the appropriate contract file.

B.10 Managing contracts for supplies or services under TAGCsThe JTS shall manage9 the contracts resulting from section B.8 and B.9 above, ensuring,interalia, quality of goods and services supplied, adherence to deadlines, and informing contractorswith regards to their obligations (e.g. certificates of origin, timesheets, EU visibility on outputsetc). All relevant documents will be included in the appropriate contract file.

B.11 Checking, commenting and approving invoices and related technical documentation submitted bycontractors for supplies and services under TAGCs

In line with their contracts resulting from B.8, contractors shall submit invoices and/or technicaldocumentation (e.g. reports, timesheets), to the JTS10 for the work they have performed orequipment supplied.JTS staff shall check10 such invoices and/or technical documentation (contract outputs, reports,timesheets, certificates of origin, EU visibility) send comments if necessary to the beneficiary bye-mail with a request for corrections, at the latest within two weeks of receipt.JTS staff shall ensure that if necessary additional documentation is prepared (e.g. acceptanceof equipment, VAT exemption), signed by the relevant partner country OS and sent asappropriate.Once the documents meet the requirements the originals will be forwarded to the relevantpartner country OS for approval and subsequent payment. All relevant documents will be included in the appropriate contract file, copies having beenmade before sending the files to the relevant partner country OS.

9If agreed with Operating Structure 10If agreed with Operating Structure


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C Calls for Proposals launching phase

JTS tasks include the following:1. Preparing Call for Proposals timetable2. Organising partner search forums, seminars and training sessions3. Drafting Calls for Proposals and related documentation (Application Package)4. Publication/upload to programme website5. Organising information sessions for potential applicants6. Answering queries from interested applicants



JOINT

TASKS JTS OS HOS EUD OS HOS EUD JMC

1 P A1 C A1 C A22 P A1 C A1 C3 P A1 A2 A 4 A1 A2 C A 34 P C C5 P A1 C A1 C6 P C A1 C C

C.1 Preparing Call for Proposals timetable At least 3 months before the planned publication of a Call for Proposals the JTS shall prepare atimetable for each Call for Proposals from partner search forums until signature of grant

contracts.The timetable shall indicate a) budget available with reference to the annual financial allocations,b) priorities (including the measures) covered, c) type of the Call (open or restricted), d) plannedpublication date, e) establishment of Joint Steering Committee, f) use of assessors(internal/external, at what stage of evaluation), g) type of the information and capacity buildingevents that will be organised for potential applicants. The timetable shall be submitted to and approved by 1) the OS in each partner country and 2)the JMC. After approval, the Call for Proposal timetable shall be copied for information to the Contracting Authorities. All relevant documents will be included in the file for the Call for Proposals.

C.2 Organising partner search forums, seminars and training sessionsPrior to the launch of Calls for Proposals, the JTS may organise a set of different events aimingto facilitate establishment of necessary partnerships or improvement of project preparationcapacities of potential applicants (partner search forum, PCM training session, workshops forrejected applicants, meetings with potential applicants, etc).The number or the types of the events that will be organised per Call for Proposals, the methodfor identifying and contacting potential participants and the format shall be developed by theJTS based on the programme area, assessment of the results of the previous Call for Proposalsand contacts with relevant stakeholders (e.g. County/Regional/Local Self Government

administrations).


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The proposal, along with any associated costs under the TA budget for the programme, shall beapproved by the OS in each partner country. Correspondence between the JTS andstakeholders shall be copied to OSs.

These events shall be announced by the JTS on the programme website, if possible also in thedaily newspaper in both countries. The Contracting Authorities shall be informed.The content that will be presented by the JTS staff depends on the type of the event.Partner country OSs may participate.Premises and relevant equipment may be funded under the TAGC, though the first choice forfunding should be from the budget of local stakeholders (e.g. County/Regional/Local SelfGovernment administrations). All relevant documents will be included in the file for the Call for Proposals.

C.3 Drafting Calls for Proposals and related documentation (Application Package)In line with the cross-border programmes and the approved CfP timetable the JTS shall draft allrelated documentation: text for local publication, Guidelines for Applicants along with applicationpackage.The Guidelines for Applicants and other documents in the application package shall follow,where appropriate, requirements set by standard template provided by PRAG taking intoaccount the specificities of the cross-border programmes.The application form will be prepared in excel format, following where appropriate requirementsof the standard PRAG template and will be amended in line with CBC programme requirements.The application form should include a requirement for applicants to indicate targets againstprogramme indicators in order to allow for programme monitoring. It should also indicate thepost of Functional Lead Partner and that he has a responsibility to prepare and submit progressreports to the JTS for a project in its entirety (i.e. activities funded by both contracts signed theContracting Authorities in each partner country).The documents shall be submitted to and approved by 1) the OS in each partner country 2) theHOS in each partner country 3) the JMC, 4) and the Contracting Authorities applying LeadDelegation principle. All relevant documents will be included in the file for the Call for Proposals.

C.4 Publication/upload to programme websiteOnce approved the relevant Call for Proposals documents will be uploaded on the EuropeAidwebsite by the Contracting Authority applying Lead Delegation principle. The JTS shall checkwith the CAs on the date of publication on the EC website.

Once the date of publication on the EC website is known, the JTS shall translate the text forlocal publication into the relevant two local languages and ensure its publication in at least onenational newspaper in each partner country simultaneously on the same date as published onEuropeAid website.The Guidelines for Applicants shall be uploaded to the programme website on the same datethey were published on the EuropeAid website. They may also be published on relevantContracting Authorities and Operating Structures websites.The hard copies of the GfA and application package must be available in the JTS premises. All relevant documents will be included in the file for the Call for Proposals.


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C.5 Information sessions for potential applicantsNo later than one month after the publication of a Call for Proposals the JTS shall organise

information sessions for potential applicants.The number of information sessions per Call for Proposals and the method for identifying andcontacting potential applicants shall be developed by the JTS based on the programme area,assessment of the results of the previous Call for Proposals and contacts with relevantstakeholders (e.g. County/Regional/Local Self Government Administrations).The proposal of the agenda, timeline of the information sessions along with any associatedcosts under the TA budget for the programme shall be approved by the OS in each partnercountry prior to the CfP publication. Correspondence between the JTS and stakeholders shallbe copied to OSs staff in both partner countries.The information sessions shall be announced on the programme website and if possibleincluded in the CfP announcement published in the daily newspapers.Premises and relevant equipment may be funded under the TA budget for the programme,though the first choice for funding should be from the budget of a local stakeholder (e.g.Regional/Local Self Government Administrations etc.).Participation of partner OSs and Contracting Authorities is highly recommended. All relevant documents will be included in the file for the Call for Proposals.

C.6 Answering requests for additional information from interested applicantsJTS shall draft answers to requests for additional information received from potential applicants.Only the queries received in writing (fax or e-mail) and within the period allowed in theGuidelines will be answered.The draft answers shall be forwarded to the Lead Delegation of the European Union (copy toDelegation in partner country) for the approval.Once approved by the Contracting Authority the answers will be sent in writing to those raisingthe questions. The Lead Delegation shall be responsible of publishing all queries received withrelevant answers on the EuropeAid website within the deadline defined by the Guidelines for Applicants.In addition, JTS shall include a Frequently Asked Question (FAQ) section in the programmewebsite under the relevant CfP. Any queries and answers shall be included on the programmewebsite as soon as possible. All relevant documents will be included in the file for the Call for Proposals.


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D Calls for Proposals evaluation phase

JTS tasks include the following:1. Drafting a proposal for the membership of the Joint Steering Committee11 2. Proposal for assessors3. Arranging for the hiring of assessors4. Receipt, registration and storage of proposals5. Performing the task of secretary of the Joint Steering Committee duties for the opening session

and administrative check (one person from the JTS, if applicable)6. Performing the task of secretary of the Joint Steering Committee for the evaluation of concept

notes (one person from the JTS, if applicable)7. Performing the task of secretary of the Joint Steering Committee for the evaluation of full

application forms (one person from the JTS, if applicable)8. Performing the task of secretary of the Joint Steering Committee for the verification of eligibility,

conclusions of the JSC and production of the final evaluation report (one person from the JTS, ifapplicable)

9. Notifying applicants on the grant award10. Budgetary clearing & contracting11. Publicising the award of grants12. Recording statistical information on the Call for Proposals



JOINT


1 P P A1 A3 P A1 C A22 P P A1 A2 P A1 C3 P A1 A14 P

512 P A1 C6 P A1 C7 P A1 C8 P A2 C A19 P A1 A1

10 P P/A1 P/A111 P C C P C C P12 P

D.1 Drafting a proposal for the membership of the Joint Steering Committee As stated in Art. 142 (5-f) of the IPA IR, the JMC13 shall be responsible for selecting theoperations, but may delegate this function to the Joint Steering Committee (JSC). In case theydelegate this function to JSC, the following procedure will be applicable.

11 Joint Steering Committee i.e. Evaluation Committee12 In the case JMC decides to approve each evaluation step report, in the tasks D.5, D.6 and D.7 prior to the approval of the Contracting Authority JMC approval will be needed. 13 In case that JMC does not delegate function of selecting operation to JSC, the procedure described in JTS Manual shall not beapplicable.


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The partner OS from each country in line with PRAG and the CfP timetable, shall agreebetween themselves the composition of the JSC, including substitutes.The proposed JSC members shall be approved by the HOS in each partner country.

A member of JTS staff might perform the role of JSC secretary while the Contracting Authorityin each partner country shall be invited to observe. After each HOS has taken a decision, the JTS shall draft formal letter for the composition of theJSC for the attention of the JMC.The JMC approves the composition of the JSC (including substitutes) as proposed by the HOSs. After the JMC approves the JSC composition, OS will forward the composition of JSC toContracting Authorities for approval applying Lead Delegation principle. All responsibilities and functions of JSC are described in JSC Rules of Procedure approved bythe JMC and Contracting Authorities afterwards. All relevant documents will be included in the file for the Call for Proposals.

D.2 Proposal for assessorsThe JTS, in line with the PRAG and the Call for Proposals timetable, shall request both OSs tosubmit the list of assessors.The assessors shall be funded under the TA budget for the programme.The proposal shall be submitted to and approved by 1) the HOS in each partner country 2)Contracting Authorities (applying Lead delegation principle). All relevant documents will be included in the file for the Call for Proposals.

D.3 Hiring the assessors After list of assessors has been approved, the JTS shall draft the relevant documentation (e.g.

service contracts) needed for their hiring if agreed with partner OSs. See B.9 and B.10 of thismanual for further details.

D.4 Receipt, registration and storage of proposalsThe JTS will receive and register proposals.In the case that they are delivered by hand the JTS must provide a receipt.The JTS will ensure that the envelopes containing the applications remain sealed and arestored in a safe place until the opening session of the evaluation. All relevant documents will be included in the file for the Call for Proposals except forapplications (see H.3 of this manual).

D.5 Performing the task of secretary of the Joint Steering Committee for the opening session andadministrative check (one person from the JTS, if applicable)

The Secretary of the Joint Steering Committee shall in accordance with instructions fromChairperson (further referred to as the Secretary) organise date(s) for the opening session andadministrative check and inform the members of the JSC (including observers) by e-mail of thedate, time and place.The opening session and administrative check shall be conducted with reference to the criteriafor the opening and administrative check indicated in the Application form and in line withapplicable PRAG procedures. The chairperson of the JSC shall ensure that its members areaware of its responsibilities and the fact that JSC members have to attend all meetings of the

committee.


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The Secretary shall ensure that all members of the JSC complete the standard Declaration ofImpartiality and Confidentiality.The Secretary shall draft the administrative and opening check report and ensure that it is

signed by all members of the Joint Steering Committee.The report shall be submitted to and approved by the Contracting Authorities applying LeadDelegation principle.Once the report has been approved the letters informing applicants on their failing or passing ofopening and administrative check report are prepared by the Secretary of the JSC and signedby the Chairperson of the JSC. The letters are dispatched by the Secretary of the JSC, onlyafter the lead CA has approved the report. All relevant documents will be included in the file for the Call for Proposals.

D.6 Performing the task of secretary of the Joint Steering Committee for the evaluation of conceptnotes (one person from the JTS, if applicable)

The Secretary shall in line with instructions from Chairperson organise date(s) for the evaluationof concept notes and inform the members of the JSC (including observers) by e-mail of the date,time and place.The evaluation of concept notes shall be conducted with reference to the selection and awardcriteria indicated in the Guidelines for Applicants and in line with applicable PRAG procedures.In certain cases this stage of the evaluation may be skipped e.g. to speed up the evaluationprocess or in the case that a small number of proposals were received.In case that assessors are used at this stage the JTS Secretary prepares and tailor allchecklists, templates of letters, reports and other forms to be used by the JSC and Assessors.The Secretary shall draft the report on the evaluation of the concept note and ensure that it issigned by all members of the Joint Steering Committee.The report shall be submitted to and approved by the Contracting Authorities applying LeadDelegation principle.Once the report has been approved the letters informing applicants on their failing or passing ofconcept note evaluation are prepared by the Secretary of the JSC and signed by theChairperson of the JSC. The letters are dispatched by the Secretary of the JSC, only after thelead CA has approved the report. All relevant documents will be included in the file for the Call for Proposals.

D.7 Performing the task of secretary of the Joint Steering Committee for the evaluation of full applicationforms (one person from the JTS, if applicable)

The Secretary shall in line with instructions from Chairperson organise date(s) for the evaluationof application forms and inform the members of the JSC (including observers) by e-mail of thedate, time and place.The evaluation of applications forms shall be conducted with reference to the selection andaward criteria indicated in the Guidelines for Applicants and in line with applicable PRAGprocedures.In case that assessors are used at this stage the JTS Secretary prepares and tailor allchecklists, templates of letters, reports and other forms to be used by the JSC and Assessors.The Secretary shall prepare the Full Application evaluation report and ensure that the Fullapplication evaluation report is signed by all members of the Joint Steering Committee.The report shall be submitted to and approved by 1) the JMC, 2) both Contracting Authorities.Both CAs will endorse the Final Evaluation report. Prior to the approval of the Final Evaluationreport, CAs may choose to request clarifications from the JMCs.


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Once the report has been approved, the letters that follow the fourth and the final step of theevaluation (award, rejection and reserve list letters) are prepared by the Secretary of the JSCand signed by the CAs. The letters are dispatched by the respective CA, only after the final

report has been approved by both CAs. All relevant documents will be included in the file for the Call for Proposals.

D.8 Performing the task of secretary of the Joint Steering Committee for the verification of eligibility,conclusions of the JSC and production of the final evaluation report (one person from the JTS, ifapplicable)

The Secretary shall organise in line with instructions from Chairperson date(s) for theverification of eligibility and inform the members of the JSC (including observers) by e-mail ofthe date, time and place.The verification of eligibility shall be conducted with reference to the criteria for verification ofeligibility indicated in the Guidelines for Applicants and in line with applicable PRAG procedures.The JCS may conduct the eligibility check (step 4) together with the opening and administrativechecks (step 1), as defined in the CfP. In this case, the procedures described under the D.5shall be applied.In case that assessor are used at this stage the JTS Secretary prepares and tailor all checklists,templates of letters, reports and other forms to be used by the JSC and Assessors.The Secretary shall prepare the eligibility check report and ensure it is signed by all members ofthe Joint Steering Committee.In case the eligibility check is conducted as the step 4 and not together with opening andadministrative check step the report shall be submitted to and approved by 1) the JMC, 2) bothContracting Authorities.Once the report has been approved, the letters that follow the final step of the evaluation areprepared by the Secretary of the JSC and signed by the CAs. The letters are dispatched by therespective CA, only after the final report has been approved by both CAs. All relevant documents will be included in the file for the Call for Proposals.

D.9 Notifying applicants on the grant awardThe letters informing applicants on their failing or passing of each of the first three steps of theevaluation are prepared by the Secretary of the JSC and signed by the Chairperson of the JSC.The letters are dispatched by the Secretary of the JSC, only after the lead CA has approved therelevant reports.The letters that follow the fourth and the final step of the evaluation (award, rejection and

reserve list letters) are prepared by the Secretary of the JSC and signed by the CAs. The lettersare dispatched by the respective CA, only after the final report has been approved by both CAs. All relevant documents will be included in the file for the Call for Proposals.

D.10 Budgetary clearing and contractingIn line with the PRAG, the two budgets of each application to be awarded a grant shall bechecked with regard to arithmetical errors and ineligible costs. Formally, this responsibility shallrest with the Contracting Authorities; however, JTS staff shall be on hand to support bothinstitutions in this task. The JTS involvement in this task will be agreed with the Contracting Authorities on programme level. In case that JTS is fully involved, their communication withapplicants on this issue shall take place at a working level (e.g. e-mail, telephone and face-to-face meetings rather than formal letters).


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In the case that the JTS performs14the task of the budgetary clearing, the budgets (andapplications in the case that corresponding minor changes needed to be made in them in lightof changes to the budget) are finalised and the full applications will be passed in paper and

electronic form to the Contracting Authorities for contract preparation. In case that the JTS isnot involved in budgetary clearing the full applications will be passed in paper and electronicform to the Contracting Authorities by the Secretary after the notification of applicants.The Contracting Authorities will then be responsible for drawing up the contracts and ensuringsignature by all parties concerned.Once the contracts are, signed copies will be sent to the JTS (including importantly finalbudgets after the budgetary clearing). All relevant documents (e.g. communication on budget amendments) will be included in theappropriate contract files.

D.11 Publicising the award of grantsOnce all the contracts under a Call for Proposals have been signed by the Contracting Authorities and beneficiaries, the JTS shall prepare a list of grants awarded includingbeneficiaries in each partner country.The list will be sent in electronic form, to 1) the relevant partner country OS, 2) the EUDs ineach partner country for uploading it to EuropeAid website.The list shall also be published on the programme website (the text may also be translated intolanguages appropriate to the programme area). It may also be published on other relevantwebsites. All relevant documents will be included in the file for the Call for Proposals.

D.12 Recording statistical information on the Call for ProposalsThroughout the evaluation process, the JTS shall record all statistical information concerningeach stage of the procedure, comprising a full list of applications received with registrationnumbers, applicants and financial details, reasons for exclusion at each stage, pertinent datesin the evaluation process, etc. The information shall be used as source material for reporting onprogramme implementation (e.g. Annual report on Implementation) or possible programmerevisions. All relevant documents will be included in the file for the Call for Proposals.

14 Contracting Authority may delegate this task to the JTS


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E Project implementation, monitoring and payments/contractamendments

JTS tasks include the following:1. Preparation of the implementation package for grant beneficiaries2. Organisation of training sessions on grant implementation and secondary procurement for grant

beneficiaries3. Opening and maintaining a file for each contract4. Help line for project beneficiaries5. Check of secondary procurement for amounts above 10,000 EUR6. Preparing Risk Assessment/Early warning tool for projects7. Developing an indicative monitoring visit schedule8. Progress reports check and follow up9. Conducting monitoring visits10. Drafting monitoring visit reports and follow up11. Administrative check of requests for payment and contract amendment submitted by grant

beneficiaries12. Keeping relevant up-to-date project information in electronic form



JOINT

TASKS JTS OS HOS EUD OS HOS EUD JMC1 P C C C C2 P A1 C A1 C3 P4 P C C C C5 P C C6 P C C C C7 P A1 C A1 C8 P C C C C9 P C C C C

10 P C C C C11 C P P12 P

E.1 Preparation of implementation package for project beneficiariesPrior to the signature of the grant contracts JTS shall develop an Implementation Package15 inEnglish for each Call for Proposal. The package covers the duties and responsibilities of grantbeneficiaries from contract signature until its closure. Relevant templates will be annexed to theinstructions. The modalities indicated in the package will apply equally in both partner countriesunless otherwise specified.The JTS shall keep the Implementation Package up to date for each next Call for Proposals, inline with IPA Implementing Regulations and PRAG.

15 The Implementation Package (Implementation Guide and Annexes) for the 1st round of CfPs has been prepared by theRegional EU funded project CBIB in consultation with the WB Contracting Authorities.


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The partner OSs and Contracting Authorities shall be copied for information and any possiblecomments.The package should be translated into the relevant language(s) of the programme area, sent to

all beneficiaries by e-mail and uploaded to the programme website. All relevant documents will be included in the file for the Call for Proposals.

E.2 Organisation of training sessions on project implementation and secondary procurement for grantbeneficiaries

No later than one month after the signature of the contracts the JTS shall organise animplementation training sessions for grant beneficiaries.The number of implementation training sessions per Call for Proposals and other relevantmodalities (e.g. the venue, use of the programmes TA budget, etc.) shall be proposed by theJTS and will depend on the number of the contracts signed under the each Call for Proposal.The proposal along with any associated costs under the TA budget for the programme shall beapproved by the OS in each partner country.Once approved invitations to project beneficiaries shall be sent by e-mail and the training shallbe announced on the programme website.The participation of the Contracting Authorities and OSs in each partner country is highlyrecommended.Premises and relevant equipment may be funded under the TA budget for the programme,though the first choice for funding should be from the budget of a local stakeholder (e.g.Regional/Local Self Government Administration). All relevant documents will be included in the file for the Call for Proposals.

E.3 Opening and maintaining a hard copy file for each projectThe JTS shall open and maintain a hard copy file for each individual contract signed.Files shall be clearly and logically labeled and located. All documents prepared by or for the relevant project and all the communication should be keptin the specific file.

E.4 Help line for grant beneficiariesJTS staff shall ensure that a helpline is available (telephone and e-mail) for grant beneficiaries.Queries should be answered within two weeks at the very latest (Good AdministrativeBehaviour). All e-mail communication must be filled, while the notes of telephonecommunication must be taken and filled.

A list of FAQs shall be maintained and regularly uploaded to the programme website. All relevant documents will be included in the appropriate contract file.

E.5 Check of secondary procurement for amounts above 10,000 EURGrant beneficiaries are entitled to consult with JTS staff about any secondary procurementissue, prior to the publication or dispatch of invitations for tenders.The beneficiaries keep the sole responsibility for their. They may finally follow or not advicegiven by the JTS.JTS may consult with OS in each partner country as well as with Contracting Authorities prior toanswering queries related to secondary procurement issues. In case that JTS has noticedirregularities, it is obliged to notify the relevant Contracting Authority.The correspondence may be electronic.


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All relevant documents will be included in the appropriate contract file.

E.6 Preparing Risk Assessment/Early Warning tool

No later than one month after the signature of grant contract, the JTS is expected to produce aRisk Assessment for each project.The JTS shall update project risk assessment periodically (any one after initial risk assessmentis referred to as Early Warning), as well as after each progress report is submitted by theFunctional Lead Partner and after each project monitoring visit conducted. Aside frommentioned intervals, the JTS should update Early Warning each time a piece of informationabout a particular project is received that has impact on the risk of implementation (e.g. staffturnover, failing procurement, partners complaints, etc.). Both the results of the Risk Assessment/Early Warning and monitoring visit plans after each update shall be submitted toOS in each partner country and Contracting Authorities. All relevant documents will be included in the appropriate contract file.

E.7 Developing an indicative monitoring visit scheduleOnce the Risk Assessments have been prepared for each awarded project, an indicativeschedule of monitoring visits per contract shall be developed by the JTS.The indicative schedule shall take into account a) the ranking of projects in accordance with thegiven scores in the risk assessment, b) the size of a project, c) duration of projectimplementation d) project complexity and number of partners e) amount of procurement f)quality of the progress report. In principle, each contract (2 visits per projects) should be visitedat least once during the implementation. Visits should be conducted when the project is wellunder way, both in terms of physical and financial progress. At the same time, visits should notbe undertaken too late, to provide time for any necessary corrective action, where problems areidentified.Monitoring visits schedule shall be updated in line with the latest updates of the Early Warning.Indicative schedules shall be submitted to and approved by the relevant partner country OS.Once approved they shall be copied to the Contracting Authorities for close cooperation. All relevant documents will be included in the file for the Call for Proposals.

E.8 Progress reports check and follow upJTS staff will regularly provide the grant beneficiary, in due time for reporting, with a template ofthe Progress Report.The JTS staff shall receive (by e-mail) and analyse project progress reports submitted by

Functional lead partners at the project time-span (depending on the project duration and valueof the grant awarded as explained in the Implementation Package). The report shall coveractivities implemented under both contracts funded from separate contracts and it will provideactual information on project progress on both sides of the border.JTS staff shall send comments and/or queries by e-mail to Functional Lead Partners in light ofthe analysis of the reports including recommendations or suggestions for improvement ofproject implementation.JTS shall extract the summary projects statistics and prepare briefs/summary reports onprogramme implementation. The summary report on progress made is produced periodically,each 6 months. Report will be sent for information to OSs, JMC and Contracting Authorities. All relevant documents will be included in the appropriate contract file.


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E.9 Conducting monitoring visitIn line with the approved indicative monitoring visit schedule the JTS will arrange for the actualvisits.

The visits shall be announced and date, time agreed with beneficiaries by e-mail. The generalsubjects to be covered and a list of any particular questions will also be communicated to thebeneficiary by e-mail. In principle, visits should be announced at least two weeks in advance. Incase that urgent issues arise, JTS may visit projects immediately without the two-week notice.The JTS shall use Monitoring Checklist for on-the-spot visits during project implementation andfollowing the end of the implementation. For the frequency and detailed instructions on themonitoring of projects by the JTS see also Annex on Monitoring Guide.The final arrangements will be copied to the OS in each partner country and the Contracting Authorities in case they wish to accompany JTS staff. All relevant documents will be included in the appropriate contract file.

E.10 Drafting monitoring visit reports and follow upWithin two weeks of the project visit, a report shall be drafted by the JTS. The report shallinclude a description of the visit, an indication of project progress, conclusions andrecommendations for follow-up actions by concerned parties (i.e. beneficiary, JTS, partnercountry OS, Contracting Authorities).The report shall be sent by e-mail to the beneficiary and any other bodies which attended thevisit (i.e. partner country OSs, Contracting Authorities) for comments within one week.JTS shall incorporate comments within one week and send to all concerned parties by e-mail(beneficiaries, partner country OSs, Contracting Authorities). The JTS shall ensure follow upaction on its part and will monitor the implementation of any recommendations in the context ofprogress reports. All relevant documents will be included in the appropriate contract file.

E.11 Administrative check of requests for payment and contract amendment submitted by grant contractbeneficiaries

In line with their contracts, beneficiaries shall submit requests for payment and/or amendmentto the relevant Contracting Authority. JTS staff will not be involved in the approval of thisdocumentation but it may be consulted by the grant beneficiaries for their opinion.Contract amendments shall be subject to the approval by the relevant Contracting Authority(only if substantial changes to the contract have occurred, such as: modification of expensesentailing changes in the value of budget headings exceeding 15% of their original value or the

value modified by any prior addendum; substantial changes of the planned activities, if allowedby the CA; change of partners, if allowed by the CA; and extension of the projectimplementation period).Requests for payment shall be submitted in original to the relevant Contracting Authority.The Contracting Authorities shall ensure that JTS receives copies of relevant documents. All relevant documents will be included in the appropriate contract file.

E.12 Keeping relevant up-to-date project information in electronic formThe JTS shall ensure that all relevant project data (e.g. LEF, FIF, contact details, amendmentsto the contract, reports) and other relevant documents are included in the appropriate contractfile.


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F Programme implementation, monitoring and evaluation

JTS tasks include the following:1. Preparation of Annual and Final Reports on Implementation2. Supporting interim evaluations and managing ex-ante evaluation3. Drafting programme documents and related amendments proposed4. Proposing amendments and revisions to the programming documents5. Performing the duties of the secretariat of the JMC6. Supply of information to partner country OSs for their reporting duties



JOINT

TASKS JTS OS HOS EUD OS HOS EUD JMC1 P A1 A2 C A1 A2 C A3

216 P A1 C C A1 C C C3 P A1 A1 A24 P C C5 P

F.1 Preparation of Annual and Final Reports on ImplementationIn line with the IPA Implementing Regulation the JTS shall prepare Annual and Final Reports onImplementation. The annual report shall be submitted by 30 June each year and for the firsttime the report shall be prepared in the second year following the adoption of the cross-borderprogramme. The final report shall be submitted at the latest 6 months after the closure of thecross-border programme.

Both Annual and Final Reports on Implementation, together with the respective Annexes will besubmitted to and approved by 1) relevant partner country OS, 2) the HOS in each partnercountry, 3) the JMC. After approval by the JMC the relevant partner country OSs shall formally submit the reports tothe relevant Head of Geographical Unit (Directorate C) and Unit D.1 (Unit Financial instruments& contracts) in EC Headquarters.The copies of the reports shall be sent to 1) the Contracting Authorities, 2) the National IPACoordinator in each partner country. All relevant documents will be included in the appropriate programme file.

16 Only in the case of ex-ante evaluation.


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F.2 Supporting interim evaluations and managing ex-ante evaluationThe interim evaluations of the programme shall take place in compliance with Article 141 of theIPA Implementing Regulation. The evaluations linked to the monitoring of the cross-border

programme shall be carried out under the responsibility of the Commission. All the relevantstakeholders (including JTS staff) shall be involved and consulted during the evaluation process.In the case of cross-border programmes among IPA beneficiary countries, need to carry outthe ex ante evaluation referred to in Article 109(2) shall be decided by the Commission inagreement with the participating beneficiary countries, taking into consideration the Communityfunds allocated to the programme and in accordance with the proportionality principle. In thatcase the ex ante evaluation may be carried out with the support of the Commission.If the Evaluation contractors have been hired to perform ex ante evaluations during programmeimplementation, the JTS staff will cooperate with the Evaluators (e.g. supply of relevantdocuments and information, analysis, data, etc).Evaluation reports shall be approved by the respective country OSs.Once approved they shall be sent for information by the relevant partner country OS to the 1)HOSs in both partner countries, 2) the Contracting Authorities, 3) the JMC, 4) the National IPACoordinators in both partner countries,Such evaluations shall be funded from a programmes technical assistance budget. The ex ante evaluation conclusions shall be included in Annual and/or Final Report onImplementation and it shall be annexed to the cross-border programme. All relevant documents will be included in the appropriate programme file.

F.3 Drafting programme documents and related amendments proposedThe revisions of the programming documents in the initial stage of implementation will beinitiated by the Commission (inclusion of additional financial allocations 2010-2013,improvement of programme indicators, eventual changes in the programme strategy based onthe results of programme interim evaluation, etc).In addition, on the instructions from the relevant partner OS or JMC, the JTS shall draftprogramme documentation or amendments thereto (usually based on Annual ImplementationReports and evaluations conducted during programme implementation).The JTS will perform the changes needed and inform the relevant partner country OSs aboutthe proposed programme amendments. The partner country OSs will analyse the proposedprogramme amendments and will decide whether to put the proposed amendment forward fordiscussion and decision-making at the JMC.In addition, JTS will perform also revisions linked to the changes occurred in the programme

implementation (e.g. change of programme management from centralised to decentralised,designated OS changed, etc)Documents shall be submitted to and approved by the relevant partner country OS which shallbe responsible for securing approval from the JMC. All relevant documents will be included in the appropriate programme file.

F.4 Performing the duties of the secretariat of the JMCIn line with the JMC Mandate and Rules of Procedure, the JTS shall prepare and circulatedocumentation related to JMC meetings including the JMC approvals obtained through writtenprocedure.The documents shall include invitations, agendas, minutes (draft and final versions), JTS workplans, timetables for Calls for Proposals, Calls for Proposals and related documentation(Guidelines for Applicants including selection and award criteria, application pack), proposals


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for members of evaluation committees, final evaluation reports, Annual or Final ImplementationReports, information and publicity plan, annual audit report(s) and any EC comments, and anyamendments thereto.

All documents shall be submitted to and approved by both relevant partner countries OSs priorto circulation.Documentation shall be dispatched to the members of the JMC by e-mail within the deadlinesprescribed in the JMC Rules of Procedure. It shall also be copied to 1) the Contracting Authorities, 2) the National IPA Coordinators, and they shall be invited to JMC meetings asobservers.The JTS shall also be responsible for ensuring that premises are prepared for JMC meetings(e.g. ensuring that any necessary materials are available in hard copy, translation/interpretationif necessary). All relevant documents will be included in the appropriate programme file.

F.5 Supply of information to partner country OSs for their reporting dutiesThe JTS shall supply partner country OSs with up-to-date information for their reporting duties.Such information may include data on the status of Calls for Proposals and subsequentcontracting, numbers of applications received, numbers of contracts awarded, paymentforecasts per contract and programme, information necessary which the relevant partner OSsneed for inter-ministerial meetings, national committees or regular review of Multi-annualIndicative Programming Documents.The JTS shall not be responsible for supplying information which it does not have access to orcannot work out from documents within its possession (e.g. data on payments made to grantbeneficiaries).


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G Publicity, visibility and information

JTS tasks include the following:1. Preparing Communication Action Plan2. Maintenance of a programme website3. Organising information and publicity events4. Preparing information and publicity materials5. Ensuring programme visibility and compliance with visual identity rules6. Establishing and maintaining databases



JOINT


1 P A1 A2 C A1 A2 C A32 P A1 A2 A1 C3 P A1 C A1 C4 P A1 A2 A1 A25 P6 P

G.1 Preparing Communication PlanNo later than 6 months after the signature of the first Financing Agreement related to the cross-border programme the JTS shall prepare a Communication Plan covering the whole programmeperiod, areas of interventions with a proposed timetable and financing. The plan shall include

objectives, description of the target group, communication activities including the informationtools to be used, human resources needed and the usage of budget. The communication actionplan and budget distribution should be supplementing the Communication plan. Minimum twomajor visibility events for the programme shall be planned, one to be held towards the inceptionof the programme and one at the end; they may be combined with other events such as partnersearch forums and with similar events for other programmes, though financing has to be keptseparate. The JTS will monitor progress against the plan and evaluate its contents, relevance and impacton an annual basis and will update the plan for each year.The proposal shall be submitted to and approved by 1) the OS in each partner country and 2)the HOS in each partner country, 3) the JMC.Once approved it shall be sent for information to the Contracting Authorities. All relevant documents will be included in the relevant programme file.

G.2 Maintenance of a programme websiteThe JTS shall establish a programme website and ensure its maintenance. Information shouldbe in English and if possible also translated to partner country languages. Prior to the firstpublication of the website the JTS shall ask for the approval of the relevant Contracting Authority. All relevant documentation and information shall be punctually uploaded to the website by theJTS staff - e.g. announcement of vacancies within the JTS or request for supplies or services,

timetable for Calls for Proposals, announcement of events (partner search forums, informationsessions, workshops, implementation trainings post-call workshops for non-successful


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applicants, visibility events), Calls for Proposals and related documents, FAQs, list of grantsawarded, Implementation Packages, Annual and Final Implementation Reports, programmeevaluations, minutes of JMC meetings, printed materials see the relevant parts of this manual

for details. Documents related to evaluations of Calls for Proposals remain confidential andmust not be uploaded to the website.Prior to publication the JTS shall obtain permission from each partner country OS. All relevant documents will be included in the relevant programme file.

G.3 Organising information and publicity eventsIn line with the approved JTS Work and Communication plan the JTS shall organise eventsrelated to the programme. For further details on type of events, see the relevant parts of thismanual.Proposals for visibility events, press conferences or TV/radio broadcasts shall be submitted toand approved by the OS in each partner country, where not already specified and approvedunder the Communication Plan.Once approved the proposals should be sent for information to the Contracting Authorities.Premises and relevant equipment may be funded under the TA budget for the programme,though the first choice for funding should be from the budget of one of the partner country OS. All relevant documents will be included in the relevant programme file.

G.4 Preparing information and publicity materialsIn line with the approved Communication plan and timetables for Calls for Proposals the JTSshall organise the writing, design and printing of documents related to information and publicity(e.g. leaflets, brochures, adverts for Calls for Proposals, posters, newsletters, press releases),alongside the design and production of other materials (e.g. CDs, DVDs, display panels,travelling exhibitions and promotional items).Draft texts shall be written by the JTS and design and printing/copying/production ensuredthrough companies hired under the technical assistance budget for the programme.Draft texts and design shall be submitted to and approved by: 1) each partner country OS, 2)relevant Contracting Authority. After approval the materials shall be printed. The JTS shall be responsible for theirdissemination. All relevant documents will be included in the relevant programme and/or Calls for Proposalsfile.

G.5 Ensuring programme visibility and compliance with visual identity rulesThe JTS shall ensure that the procedures for programme visibility are followed with regard tothe programme in line with the Communication and Visibility Guide for EU External Actions andthe Financing Agreements for the programme.Inter alia the JTS shall ensure that theprogramme website, printed materials (both publicity and information purposes e.g.Implementation Packages) and electronic documents (e.g. presentations) are clearly identifiedwith EU flag and appropriate text and that EU funding is clearly indicated at events, bothvisually and orally. All visibility materials developed by the JTS shall be approved by: 1) partner country OSs and 2)relevant Contracting Authority. Any press monitoring shall be done by each partner country OS and JTS. At the level of individual projects and contracts, the JTS shall provide advice on visibilityrequirements to the grant beneficiaries during the implementation of the projects. During project


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monitoring visits, the JTS shall check all publicity and information material produced bybeneficiaries. All printed materials produced under such projects will be checked when theinterim or final reports are processed by the Contracting Authorities.

G.6 Establishing and maintaining databasesThe JTS shall develop and maintain a database of all relevant stakeholders. The initial JTSdatabase shall be created based on the inputs provided from regional and local stakeholders(e.g. County/Regional/Local Self-Government Administrations, Chambers of Commerce,Chambers of Crafts, and Regional Development Agencies).The JTS shall regularly update the database with the data on potential applicants, participantsfrom different events, applicants and grant beneficiaries.The JTS shall supply each partner country OS with any information needed for their publicity,information or visibility purposes (e.g. requests for information in line with laws on freedom ofinformation, contribution to the media).

All relevant documents will be included in the relevant programme file.


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and Final Implementation Reports, documentation related to JMCs, evaluations, amendmentsto documents, records of all communication with relevant parties (e.g. print out of e-mails),completed checklists/approvals), b) per Call for Proposals (e.g. Guidelines for Applicants,

indicative project visit schedules, amendments to documents, records of all communication withrelevant parties (e.g. print out of e-mails), completed checklists/approvals), c) perproject/contract including the contracts through which programme technical assistance isfunded and related secondary procurement (e.g. comments from budgetary clearing, contract,documentation related to secondary procurement, progress, reports, documentation related toproject visits, interim and final reports, amendments to documents, records of all communicationwith beneficiaries (e.g. records of telephone conversations, print out of e-mails), completedchecklists/approvals).With regard to applications, originals will be logically stored by the JTS within their premisesafter Calls for Proposals have been evaluated.In addition, the JTS will ensure the filing of originals of all application forms received.

Documentation to be included per file is indicated under each step of this manual. In principle allversions of documents should be included in files together with any comments on previousdrafts. All files must be clearly and logically labelled and placed. They must be easily accessible.Contents within files shall be complete, signed and dated if required, organised clearly andlogically (e.g. in reverse chronological order, with dividers separating discrete procedures) At the end of each programme the JTS shall ensure that all files are clean and ready forarchiving by the relevant partner OS.

H.4 Filing electronic documentationThe JTS shall ensure that it keeps up to date documentation in electronic form where it exists.Each electronic document should be clearly labelled with a version number and date.The JTS shall organise its electronic network in a clear and logical way (e.g. with folders perprogramme, per Call f or Proposals and per project/contract as indicated under filing hardcopy). It must ensure that folders are accessible to all JTS staff in case of leave or absence.