The Measure Manager prepares a call whose content is based on the Ministry of Finance & Economy circular on the operation inclusion procedure in CSF 2000-2006 Operational Programmes. Under this procedure potential Final Beneficiaries are invited to submit proposals for inclusion of operations in the Operational Programme.
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| Procedure Narrative |
| Publication of call |
| Grouping of operations in measures |
| Matching potential Final Beneficiaries to operations groups |
| Selection of evaluation method for Final Beneficiary proposals |
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| Procedure Narrative |
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A cover letter and guidelines for submitting proposals are prepared. Support materials are an integral part of the Call and include:
- Documents prepared by the Measure Manager for the specific call which encompass:
- Criteria for including operations / call No. XX.
The details evaluation stages as well as the conditions to be met in each stage for the proposal to receive a positive evaluation.
- Specimen application forms for submitting proposals / Call No. XX
- Project / Sub-Project Technical Fiche with certain fields already filled out by the Managing Authority.
- IIS core date for filling out project technical fiches / Call No. XX coded /selected data at measure level such as project/action category, agencies, indicators, separate groups or sections of work tasks, categories of eligible expenditure, types of sub-projects, administrative lists of sub-project development with reference to the number of the field they relate to.
- Cost analysis form / Call No. XX – documenting the budget of the call submitted.
- Necessary documents / Call No XX - pointing out the attachments to be submitted along with the technical fiches and specific data which may be required for specific criteria cited in the call.
- Other (standard) documents.
- Details instructions on how to fill out individual fields in the technical fiches (issued by KDA)
- Special information about EU rules (reference to individual regulations and rules, websites on which they are published, etc.).
| Publication of call |
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Publication of the call should ensure that potential Final Beneficiaries are made aware of the call in due time and the provisions of Commission Regulation (EC) No 1159/2000 should be observed.
There are two basic ways of publicising a call which can be used individually or together:
1. Call sent by letter
2. Call published in the press.
Regardless of the method used, it is useful for the AM to also take the following publicity measures:
1. Publish the call on its website and 2. notify the call to professional bodies, economic and social partners in the region or sector, etc. For example it is useful for calls aimed at municipalities in a prefecture to send it to the local union of municipalities and communities. Alternatively, they can be notified in writing that a call for proposals has been published, setting out the method and places where it has been published.
- Complementary information and publicity measures
The Managing Authority invites Final Beneficiaries to information events or working meetings to prepare proposals.
Where there are many potential Final Beneficiaries the Managing Authority can take additional information and publicity measures such as:
1. Organising open days for parties interested
2. Make suitable arrangements to provide standardised guidelines to Final Beneficiaries
3. update the Operational Programme website with helpful information which potential Final Beneficiaries will require or should take into account in preparing a proposal for submission.
- Inform potential Final Beneficiaries about their obligations and the procedures to be followed after project inclusion
- Post the relevant data to the IIS.
| Grouping of operations in measures |
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When preparing each call, operations are grouped so that they relates to as similar projects and potential Final Beneficiaries as possible. The following alternative methods can be used:
- same operations categories in the Programming Complement
- groupings of different categories of operations
- further expansion of categories of operations into specific groups taking into account types of Final Beneficiary.
When grouping operations an indicative allocation of available resources to groups of operations (or categories of operations) is made which are expected to be implemented in the context of the measure taking into account the targets set, and the ranking and priorities set out in the Measure.
| Matching potential Final Beneficiaries to operations groups |
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Final Beneficiaries are matched to operations groups based on Programming Complement targets and priorities.
Once this is completed, all Final Beneficiaries referred to in the approved Measure should be covered.
| Selection of evaluation method for Final Beneficiary proposals |
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The evaluation method is determined before publication or dispatch of the call to potential Final Beneficiaries. There are two types of evaluation method:
- Direct Evaluation: each proposal is individually evaluated in the order it is submitted to the Managing Authority.
- Comparative Evaluation: Proposals are evaluated after the last date for submitting proposals with the aim of classifying/ranking them.
The evaluation method chosen will depend on the nature:
- of the Measure
- the category of operations and
- the number of potential Final Beneficiaries included in the call.