The task of the Publicity Office is to plan and implement a cohesive and integrated communication system.

Contents

Mission of the Publicity Office

Responsibilities and duties of the Publicity Office

Strategy for the Information Society

Surveys

Staffing of the Publicity Office

Procedures

Produced Documents

 

Mission of the Publicity Office

The objective is the quality and maximization of the communication result of Information and the OPIS and the digital strategy, in accordance with the enforcement rules for the measures regarding the publicity of interventions co-funded by the structural funds. The publicity Office’s mission is to:

• Edit the communication plan of the OPIS , according to the Communication Action Plan of the Programming Supplement.
• Provide the necessary data to the Special Secretariat of IS, the Head and the officers of the SMS for the planning and the implementation of I & P actions.
• Support the Ultimate Beneficiaries for the implementation of publicity actions of projects and observance of E.R. 1159/ 2000.
• Propose the detailed planning, programming and organization of the communication tools that will be used during implementation, as well as coordinate implementation of the publicity actions at an O.P. and project level. 
• Monitor and evaluate implementation of the Information and Publicity (I&P) measures, in line with E.R. 1159/ 00.

 

Responsibilities and duties of the Publicity Office

The Publicity Office has the following responsibilities, as these are analyzed and specialized for these particular duties:

• Planning and Programming of the Information and Publicity actions (I & P) of the OPIS.
  • Proposes the specialization and the required modifications/ amendments of the Communication Action Plan (CAP), of OPIS, which is integrated into the Programming Supplement.
  • Proposes the required modifications of Technical Reports of Project/ Sub-project (TRP/S) of the publicity project (Technical Assistance, Axis 5 OPIS.
  • Makes proposals for the formulation and update of the whole communication plan of OPIS according to the progress of OPIS and the needs arising from the fulfillment of the communication objectives Α and Β, based on the CAP.
  • Proposes appropriate “packages” of communication actions for the promotion of O.P. and digital strategy, the way and the means for their successful implementation.
• Coordination with the KDA (Managing Authority of CSF)
  
  • Cooperates with the KDA for the organization and monitoring of the I&P plan of OPIS and the integration of the directions, through the network of those responsible for Publicity, in accordance with par. 3.1.3 of E.R. 1159/ 00.
  • Dispatches to the KDA the specialized and documented annual programming for I&P actions, as well as the indicative programming until 2008, with an estimate of the cost based on the annual programmes of technical Assistance.
  • Dispatches to the KDA the semiannual report for publicity actions.
• Implementation of the publicity actions for the fulfillment of communication objectives Α (Ultimate beneficiaries), and Β (public opinion), according to E.R. 1159/ 2000.
  • Is responsible for the organization and coordination of implementation, as well as monitoring of I&P actions at OPIS level, which are funded by the Technical Assistance (national and co-funded). 
  • Is responsible for the coordination of implementation of information actions for the possibilities that OPIS offers to the potential ultimate beneficiaries of the O.P.
  • Is responsible for the implementation of information actions of financial-social partners, trade unions, etc. for the possibilities that the O.P. offers.
  • Is responsible for the implementation of information actions of the public for the expected and/ or current results of the O.P.
  • Is responsible for the information of the ultimate beneficiaries for the obligation of observance and the way – means of implementation of the rules/ obligations that regard publicity.
  • Is responsible for the supervision of the publicity actions’ contractors.
  • Cooperates and is supported by the Publicity Consultant of OPIS.
  • Supervises observance of the publicity rules by the UB and SMS.
  • Is responsible for recording I&P actions of SMS and ultimate beneficiaries, as well as gathering evidence of implementation.
  • Is responsible for the information of MonCom regarding progress of I&P measures and observance of rules.
  • Is responsible for the information of the E.U. regarding the progress of I&P measures and observance of rules.
  • Is responsible for the support of Information Office.
  • Is responsible for the production and approval of content for the Portal for certain thematic areas.
• Finally, it implements the publicity procedures as these have been defined in cooperation with the quality manager of OPIS SMA.

 

Strategy for the Information

• It supports the Special Secretariat and the Head of SMA during organization and monitoring of I&P measures.
• It proposes the resources, the way and the means of implementation.

Surveys

It proposes/ supervises surveys regarding:

• Analysis of communication needs.
• Definition/ specialization of communication goals/ objectives.
• Identifiability of O.P.
• Penetrating impact of messages.
• Evaluation of I&P actions.
• Finally, it utilizes and integrates the results of the surveys for the design and implementation of I&P actions.

 

Staffing of the Publicity Office

• A Head of the Publicity Office is appointed, who also has responsibility for the coordination of publicity managers.
• Officers are appointed from other Units with certain duties.
• The Publicity Office is supported by external partners.

Procedures

• The Publicity Office proposes to the Head of SMA, who verifies the suggested I&P procedures and actions.
• It cooperates with Unit A for the formulation of the CAP as well as the drawing up of the Annual report for the implementation of I&P measures. 
• It cooperates with Unit D for the implementation of I&P actions.
• It cooperates with Unit Β for the coordination of the implementation of publicity actions at O.P. and project level, the update of UBs for the possibilities of participation in the OPIS and the implementation framework of I&P actions so as it is ensured that publicity rules are observed.

 

Produced documents

• Annual and indicative -2008, I&P communication plan, which includes: I&P actions, documentation of needs, method of implementation, time schedule, indicative budget allocation per category of actions and source of finance. 
• Semiannual detailed progress account of the natural and financial object of I&P actions. 
• Communication Action Plan of the BP.
• Technical Report of Publicity Project.
• Quarterly Monitoring Reports of the publicity project.
• Propositions and proposals for the implementation of I&P actions.
• Progress reports/ proposals.
• Information notes.
• Annual report of the implementation of I&P measures.
• Presentations of publicity actions.
• Guides/ tools for SMS/ UB.
• Instructions/ directions to SMS/ UB.
• Reports /proposals regarding the progress of works of sub-projects’ contractors.
• Recording of I&P actions’ implementation data SMS/ UB.